# The Tamra Guide
_Updated 2026-10-17. Source of truth for how Tamra works, written for its users._
# Start here
Signing in, finding your way around, and the three ideas that make everything else in Tamra simple.
Tamra runs your business in one place: quotes and invoices, purchases and bills, the bank, the books, stock, people and payroll. This chapter gets you oriented in ten minutes. Everything after it assumes you know what's here.
## Signing in
Open the app and sign in with the email and password your administrator gave you. If you belong to more than one company, the **company picker** in the top bar shows which one you are working in — click it to switch. Everything you see, and everything you do, belongs to the company shown there.
> Forgot your password? Use *Forgot password* on the sign-in screen. Your administrator can also reset it from **Settings → Users & Roles**.
## The home screen
Home greets you and gives you the day at a glance:
- **Your Day** — *Mind* (a place to drop a thought before it escapes), *Tasks & Reminders*, and the *Agenda* for the next seven days, which already knows about invoices falling due and deliveries scheduled.
- **The numbers** — on *Today*, under your day: cash on hand, revenue this month against last month, net margin over 90 days, what customers owe you and how much is overdue, money in and out for the next eight weeks, and what needs you — drafts, overdue invoices, bills due this week, low stock, your top customer's share and the sales trend.
- **Tabs across the top** — *Today* (your day: what happened while you were away, Mind, Tasks & reminders, the Agenda — and under them *The business today*: cash on hand, revenue this month, net margin, what customers owe, money in and out for the next eight weeks, the receivable pie, and *Needs you* as numbers, each with a button to act), *Cash Radar* (what you're owed and what you owe, aged), *Smart insight* (the year's figures, two charts, and what they mean in plain sentences), and *Apps* (the launcher, in whatever order suits you). The company activity feed lives in Settings → Activity log.
## Finding your way
**The left rail** lists the areas of the app: Sales, Purchase, Books, Expenses, Manufacturing, MRO, Scribe, Docs, Inventory, POS, HR, CRM, Projects, Helpdesk, Chat, Calendar, and Settings. Click one and its own menu opens beside it — Sales, for example, holds Quotations, Sales Orders, Invoices, Customers, Products, Price Lists and Reports.
**The top bar** has the company picker, the date, a search icon, a calculator, notifications, and your avatar. **Recently opened documents** sit in the middle as small chips — an invoice you were just looking at is one click away from anywhere.
**Search** (the magnifier, or press ⌘K) finds customers, vendors, products, documents and pages by name or number. Type *INV-0013* or *Dubai Workspace* and go straight there.
**Eagle**, the owl in the bottom corner, is Tamra's assistant. Ask it a question about your numbers or about how something works — "which invoices are overdue?", "how do I apply an advance?" — and it answers from your live data and this guide.
## Three ideas worth knowing
### 1. Every document has a life, and the app follows it
A quotation becomes a sales order, a delivery, an invoice, a payment. A purchase order becomes a receipt, a bill, a payment. Tamra keeps that chain: every document knows where it came from and what it led to. Press **TRACE** under a document's title to see its whole journey and jump to any step.
### 2. The header tells you what to do next
At the top right of any document there is one button with a filled circle — the **next step**. On a draft invoice it says *Post Invoice*; once posted, *Record Payment*; once paid, *Send*. Beside it: **Send ▾** (print, email, e-invoice, payment link) and **⋯** for the rare things (credit note, unpost, duplicate). You never have to hunt for the right action.
### 3. Draft is free; Posted is real
Anything in **Draft** can be edited or deleted with no consequences. **Posting** is the moment a document becomes real: it takes its number, writes to the books, and locks. The lock badge next to the title tells you which state you are in. Made a mistake on a posted document? **⋯ → Unpost** reverses it cleanly while nothing has been paid against it; after that, use a credit or debit note so the trail stays honest.
## The little bar beside TRACE
On a posted invoice or bill a small bar shows how much of it has been settled — *20%*, *PAID*. Hover for the numbers; click it to open the **Payments** tab, which lists every payment, advance and note that settled the document, each one a link into the books.
## Where to go next
- Setting up a company for the first time → **Setting up a company**
- Sending your first quotation or invoice → **Selling**
- Recording a payment, or letting customers pay by card → **Getting paid**
- Entering a supplier's bill → **Buying**
- Matching the bank statement → **Money in the bank**
# Setting up a company
The company profile, branding and print templates, tax and country packs, users and roles, numbering, default accounts, exchange rates — everything an administrator sets once so the rest of the app behaves.
Everything in this chapter lives under **Settings** (the gear at the bottom of the left rail). Most of it is set once, by an administrator, in the first hour with Tamra — and then rarely touched. Work through the sections in the order below; each one makes the next one easier.
## Finding your way around Settings
Settings opens on its home page, **All Settings** (the keyboard shortcut ⌘, or Ctrl+, opens it too). At the top, **Find a setting**: type a word such as *VAT*, *logo* or *lock date* and Tamra lists the pages, and the fields inside pages, that match — use ↑ and ↓ to move, Enter to open, Esc to clear. Press **/** on any Settings page to jump straight to it. Under the search, five quick links to what people look for most, and **Worth a look**: up to three plain sentences about what still needs setting up (no tax number, no books lock date, accounts not yet mapped, no logo), each with a link to the page. On every Settings page, the **(i)** beside a section's title says what the section is for (hover over it, or tap it); warnings, such as what the lock date stops or what deleting someone means, stay written out.
Every page sits in one of six groups, in the menu on the left and on the home page:
| Group | Pages |
|---|---|
| **Company** | Company Profile · Branding · Templates · Numbering |
| **Accounting** | Accounting Basics · Account Mapping · Exchange Rates |
| **Tax & Compliance** | Tax · E-Invoicing · Country Packs |
| **People & Access** | Users & Roles · Activity Log |
| **Connections** | Integrations · Email · Data Sharing |
| **You & Setup** | Preferences · Move to Tamra |
Each group in the menu folds away with the arrow beside its name, and Tamra remembers which you folded. **Platform** (the platform owner only) and **Sign Out** are at the end. Every page has the same layout: what a section is for on the left, its fields on the right. When you change something, a bar appears at the bottom of the page saying how many changes aren't saved yet and where: **Save changes** keeps them, **Discard** puts the page back as it was.
> Only **Admins** and **Super Admins** can change company settings. Everyone else can open Settings and read; the fields are locked and the page says so.
## Company Profile
The identity of the company as it appears on every document you send.
| Field | What it's for |
|---|---|
| **Company Name** | Printed on quotations, invoices, purchase orders and statements. |
| **Email · Phone · Website** | The contact line on documents; the email is also the reply-to on emails Tamra sends. |
| **Registration Number** | Trade licence or company registration number, printed in the document footer. |
| **Tax ID / VAT #** | Your TRN (UAE) or equivalent. Required for tax invoices; printed on every invoice. |
| **Address Line 1 / 2 · City · State / Emirate · Postal Code · Country Code** | The registered address. The country code drives which country pack, tax treatments and e-invoicing rules apply. |
| **Date Format · Number Format · First Day of Week · Language** | How dates, numbers and the calendar appear to your users. |
| **Company Logo** | Upload once. It appears in the top bar, on printed and emailed documents, and on the online payment page. |
Archiving a company (at the bottom of the page) hides it from the company switcher; nothing is deleted and it can be restored. The base currency, financial year and books lock date used to be on this page; since 1.98 they are in **Accounting Basics**.
## Accounting Basics
The settings your books are kept by, in **Settings → Accounting → Accounting Basics**.
| Field | What it's for |
|---|---|
| **Base Currency** | The currency your books are kept in. Every document in another currency is converted to this at the document's exchange rate. Choose it before entering any transaction — it cannot be changed once the books have entries. |
| **Fiscal Year Starts** | The month your financial year begins. The Balance Sheet splits profit at it: earlier years' as retained earnings, this year's as net income. |
| **Books Lock Date** | Nothing dated on or before this date can be posted, edited or unposted. Set it after each close so history stays history. Changing it needs the period close right; moving it back reopens a closed period, so it asks why, and the company's Super Admins are told. |
| **Default Sales Warehouse** | The warehouse a new invoice ships from unless the user picks another. |
| **Inventory price variance** | What to do when a bill's price differs from the receipt's — post the difference to purchase price variance, or adjust stock value. Your accountant's call. |
## Branding and Templates
**Branding** sets the logo, the letterhead, the colour and the wording used on printed documents, emails and the customer-facing payment page, in plain sections on one page: **Company logo**, **Letterhead**, **Stamps and signatures**, **Brand colour**, **Documents** (a header, a footer and status watermarks) and **Email** (the from name and the signature). The logo and the letterhead save the moment you add or remove them (a new logo replaces the old file only once it is stored, so leaving the page can't lose it); everything else saves with the Save bar at the foot of the page, which says what isn't saved yet — *Brand colour*, *Document footer*, *Letterhead writing area* — and **Discard** puts it back. Only people with Company Profile edit can change Branding; everyone else can read it. Branding opens on a phone too. **Templates** lets you choose and preview the layout of each printed document — invoice, quotation, purchase order, statement — and adjust what appears (bank details, terms, a signature line, a "Less advance" block when an advance was applied). A change in Templates applies to every document printed or emailed from then on, not to PDFs already sent.
**Templates** is laid out in five tabs beside a live preview — exactly what prints:
- **Styles** — your saved templates for the document type, once you have saved some (open one, **Set default**, delete), then the built-in looks, each drawn as it prints: **Stylish**, for shops — *Atelier*, *Noir*, *Blush*, *Luxe*, *Market*, *Organic*, *Gallery*, *Street* and *Souk* — and **Business**, the ten classic layouts. A business look keeps your accent colour; a stylish look brings its own fonts, colours and paper.
- **Fonts** — 101 fonts (modern, elegant serif, script, display, Arabic, typewriter, and the classic Georgia, Arial and Times New Roman) for three parts of the page: the **Brand name** (your company name at the top), the **Headings** and the **Body text**. Each font is shown in its own face; search by name, or pick a **ready-made pair**. Script fonts are for the brand name, the headings and a thank-you line — never the small print — and are never set in capitals. The fonts travel with the document, so it prints the same on any computer.
- **Colours** — a palette (accent, text, grey text and paper together), or each colour on its own; **Use company branding** takes the accent from Branding again. The paper can be white or a tint — ivory, cream, sand, blush, mint, mist, or any colour.
- **Sections** — show, hide and reorder the parts of the document, or drag them on the preview; a click on the preview opens that part's options. Headers come as *Split*, *Banner*, *Centered*, *Stacked*, *Boutique* (your name centred between fine rules), *Monogram* (your logo, or your initials in a ring) and *Minimal* (a large title). Cards, the items table, the totals and the notes each have their styles. **Product photos** puts each product's own picture (from **Products**) beside its line; a **Thank-you note** is written in your brand font; **Shop handles** prints your Instagram, TikTok, Facebook, WhatsApp, website and email at the foot, each with a small icon.
- **Page** — the **Paper** (*Plain paper* or *On the letterhead*), size, margins, rounded or square corners, a **Frame** round the page and your **Logo behind** every page, faint (your initials when there is no logo). The tint, the frame and the logo behind print on every page, edge to edge; on the letterhead they stay off, and a document sent by email goes without them.
At the top sit the document types, then the template's name with **Undo** and **Redo** (Ctrl+Z and Ctrl+Shift+Z) and **Start again from Classic**, and under it **Save as new** (up to 12 per document type) and **Use on…**, which copies the design to the other document types you tick and makes it their default — the templates they have stay in their lists. The Save bar at the foot of the settings column does the saving, and saving makes the template the default for that document type: it reads **Save template**, with *Not saved yet* in front of it, until the template has been saved once, and **Save changes** after that, naming what isn't saved (*Design*, *Name*); **Discard** puts the design back to what was last saved. Above the preview: a **Shop order** or **Business order** sample, **Fit** or **100%**, and **Print sample** to check the design on paper. Templates made before keep printing as they did; the *Accent panel* total now also lists advances and the balance due, and on bills and purchase orders **Ship To** is your company.
**Your letterhead** lives in Branding too: upload your designed letterhead once (an image, or a PDF — its first page is used) and mark the writing area it leaves free, in millimetres from each edge; the dashed box on the page shows where a letter's text will go. Letters written in Scribe go on it in the PDF module (**⋯ → Open in PDF**, then the **Letterhead** panel — **⋯ More → Letterhead…**) — see [Working together](working-together.html#scribe) — and so can any PDF opened there, a scan or a file from elsewhere: **Fit it in** shrinks its pages to sit between the letterhead's header and footer. The letterhead stays a layer on the document until it is saved: change the pages, the fit, or the content's size and position at any time, take it off, or undo a change. The stamp and signatures used to sign them are kept, locked, under **Stamps & signatures** (below). Invoices, quotations, orders, bills and purchase orders can print on the letterhead too, once they have a template: **Templates → Page → Paper** sets each one to *Plain paper* (the default) or *On the letterhead*, and the preview shows it as it prints — the artwork around the page, the document in the writing area. A document emailed as a message goes without the letterhead (an email is not paper), with your logo and details back at the top.
## Email — sending from your own domain
Emails Tamra sends — invoices, quotations, statements, invitations, signature requests — come from Tamra's own address, with your company's name on them and replies going to your company email. To send from your own domain instead (*billing@yourcompany.com*), someone with **Company Profile edit** in this company (an Admin or Super Admin) opens **Settings → Email**:
1. Enter your domain — *rahbot.com*, without *https://* or *www* — and the name before the @ (*noreply*, *billing*…).
2. Tamra shows a few **DNS records**. **Copy** each into your domain's DNS settings, wherever the domain is managed (Cloudflare, GoDaddy, Namecheap…).
3. Press **Verify now**. DNS changes take anywhere from five minutes to a day; press it again later if it isn't verified yet. The line under the page title says where you are: *Not configured*, *Pending verification*, *Verification failed* or *Verified*, and each DNS record has its own *Verified*, *Pending* or *Failed*.
Once verified, what Tamra sends for this company comes from your domain. Until then nothing changes — mail keeps going from Tamra's address. **Remove** takes the domain away again.
## Tax
Tax rates are the building blocks of every line on every document. In **Settings → Tax** the rates are listed one to a line (**Show archived** brings back the old ones); **Add rate** and **Edit** open the rate on its own page, with a Save bar at the bottom. A rate has a name, a percentage and a code, **Applies to** (sales, purchases or both) and a **VAT treatment**, which decides the box of the VAT return each line goes in. A company in the UAE that has applied the country pack already has these:
| Name | Treatment (code) | Rate | VAT return |
|---|---|---|---|
| Standard Rated (5%) | Standard-rated (S) | 5 % | Box 1 on sales, Box 9 on purchases |
| Zero Rated | Zero-rated (Z) | 0 % | Box 4: exports and the like |
| Exempt | Exempt (E) | 0 % | Box 5: residential rent, some financial services |
| Out of Scope | Out of scope (O) | 0 % | No box: outside VAT altogether, such as a disbursement |
| Standard Rated (5%), not recoverable | Standard-rated (S), 100% not recoverable | 5 % | Purchases only: VAT the law doesn't let you recover, such as on client entertainment, becomes part of the cost and stays out of Boxes 9 and 13 |
| Reverse Charge (5%) | Reverse charge (AE) | 5 % | Purchases only: a supplier abroad's bill has no VAT on it; you account for it in Boxes 3 and 10. A reverse-charge rate of your own at 0% is for sales under the domestic reverse charge (gold, diamonds, electronic devices to a registered business): no VAT, and in no box |
A rate of your own can keep a share of its VAT as not recoverable, and **Book it to** an account of your choice (empty: the line's own account). Once a rate is on posted bills or approved claims, its share, that account and its reverse charge stay as they are, since debit notes and the VAT return read the rate as it is now: add a new rate and archive the old one. Your default sales rate can't become a purchases-only rate. A rate whose treatment is *Not set* is read by its percentage, and the VAT return names it until you set one.
Set the **default sales tax** and **default purchase tax**; new lines inherit them, each line's tax list shows the rates for its side, and the *Tax* quick-set in the invoice and bill editors can switch every line in one go. A quarterly filer sets **VAT quarter starts in** to match the tax period the FTA gave it, so the VAT return's quarter buttons line up. The return follows the document date (accrual); a cash-basis setting is kept but not applied to it. Angola's IVA and other countries' rates arrive with their packs.
## Country Packs
A country pack is everything Tamra knows about doing business in one country, applied in one click: a chart of accounts in the local shape, the tax treatments, the advance and deposit accounts, payroll rules where they exist, and the e-invoicing regime. Apply the pack for your country once, before the first transaction. Applying it again is safe — it only adds what's missing, never overwrites your changes.
The **E-Invoicing** page (Settings → E-Invoicing) shows where each regime stands: the UAE regime is implemented; Angola's is planned pending the tax authority's technical specification; Saudi Arabia's is on the roadmap. For the UAE it has your deadline (pick your annual turnover), a readiness list that names every rate, unit or customer an Accredited Service Provider would reject (a customer's TRN can be filled in on the line), your seller details and the transmission settings. The seller details and the transmission settings share one Save bar; the turnover, a rate's VAT category, a unit's UNECE code and a customer's TRN save as soon as you change them.
## Users & Roles
Every person who uses Tamra has a user record with a **Full Name**, **Email**, **Role**, optional **Designation** and **Department**, and a **Status** (active or inactive). Inviting someone sends them an email to set a password; deactivating someone keeps every document they touched but stops them signing in.
### The built-in roles
| Role | What it can do |
|---|---|
| **Super Admin** | Everything, including users and roles. Only a Super Admin makes someone a Super Admin. |
| **Admin** | The company profile, every module, and the people in it: inviting them, giving them any role but Super Admin, deactivating them. Not what a role can do (**Users & Roles**), or integrations. |
| **Manager** | Approve and post, manage a team, and see everyone's expense claims, which they approve. Not payroll. |
| **Operator** | Day-to-day work: create and edit transactions, run the POS. Set-up — the chart of accounts, tax, assets, budgets, manual journals, HR records, warehouses and tills — is for the roles above. |
| **Payroll** | Runs payroll and keeps HR records: salaries, payslips, leave and attendance. |
| **User** | An older role some companies have: standard access — view, and basic actions in the modules they need. Where your company has no User role, it isn't offered, and an invitation sent as User before 1.86 joins as Viewer. |
| **Viewer** | Reads the business; not salaries or other people's expense claims. Reads Scribe and Documents and changes nothing there. |
### Fine-grained permissions
Roles are a starting point. The **permission editor** lets you shape what each role can see and do, area by area — Sales (quotations, orders, invoices, customers, reports), Purchase (RFQs, orders, bills, vendors), Accounting (journal, chart of accounts, reconciliation, fixed assets, budgets, financial reports, period close, tax returns), Inventory, Manufacturing, MRO, HR, POS, CRM, Projects, Expenses, Helpdesk, Scribe, Documents & Sign and Settings. Each permission has view, create, edit, post and approve levels where they apply. A user who tries something their role doesn't allow sees a plain message saying so — nothing silently fails. The database checks the same permission as the screen, so a role can't do another way what the screen doesn't let it. That includes the documents themselves: invoices, quotations, sales and purchase orders, RFQs, recurring templates, bills, products and till sales are added, changed or deleted only by a role with the matching right (a document's *create* or *edit*, or *delete*; a till sale *POS Terminal — use*), so a Viewer changes none of them, whichever way it is tried. A posted invoice, bill or till sale, and a new purchase order, records who was signed in. A switch nothing checks yet is marked **not used yet** in the editor. Saving a role writes one line to the **Audit Trail**: what was added and what was taken away.
### Stamps and signatures
The company stamp and the signatures of the people who sign for the company are company assets, so they are kept locked in **Settings → Branding → Stamps & signatures** — not readable by every member, and managed only by a **super admin**:
- **Add** the stamp (an image, PNG with a transparent background prints best) and each signature (drawn or uploaded), with whose it is and the title under it. A signature's owner may use it from the start. A big picture — a phone photo of the stamp, say — is made smaller to print size as it is added (a PNG keeps its transparent background), so it stays quick to place and light in every document.
- **Allow** the people who may use each one — **until** an end date if you like — and **stop** anyone at any time. Nobody else even sees the image.
- **Take one out of use** when it should not be placed any more; it is never deleted once used.
- **The log**: every placement — who, which stamp or signature, on which document, which page, when. Nobody can change it.
They are **placed in the PDF viewer only**: open a document, **Mark up**, then **Stamps** or **Signatures** — only those you are allowed appear. Each placement is checked and recorded before the mark goes on. A signature carries the name and the date under it (switchable per signature); a stamp goes on as it is. Moving into the vault the stamp and signatures kept on the company before is one click, and nobody may use them until a super admin allows someone.
## Numbering
Every document type has its own numbering sequence (the list shows each one's prefix and next number; **Edit** opens it, with the next number shown as you type): a **Prefix**, the **Next Number**, and **Padding** (how many digits). Quotations `QT-`, sales orders `SO-`, invoices `INV-`, credit notes `CN-`, advance invoices `ADV-`, RFQs `RFQ-`, purchase orders `PO-`, bills `BILL-`, debit notes `DN-`, payments `PAY-` (and `PAY-OUT-` for money out), journal entries `JE-`, expenses `EXP-`, stock adjustments `ADJ-`, deliveries and receipts `PICK-`, manufacturing orders `MO-`.
A document takes its number when it is **posted or confirmed**, not when it is saved as a draft — so numbers never have gaps from abandoned drafts. Change a prefix or the next number before the first posting of that type; once numbers exist, moving the counter backwards is refused.
## Account Mapping
The accounts Tamra posts to automatically, so that users never have to choose one: Accounts Receivable and Payable, default revenue and expense, sales and purchase discounts, customer and supplier advances, freight income, cost of goods sold, tax output and input, inventory asset and adjustments, default cash and bank, the parent under which new bank accounts are created, and opening-balance equity. The country pack fills these in; change them only with your accountant, because every posting from then on follows the change.
The receivable, payable, customer-advance, supplier-advance and stock accounts hold what is still open. Changing one of them while it holds something offers **Move the balance**: Tamra shows what moves (each customer's or vendor's balance in its own currency, or the value of the stock whose account changes), you pick the date (on or after the last entry on the old account, no later than today, after the lock date) and add a note, and one journal entry brings it across before the setting changes. The change is recorded with what moved. Afterwards, anything booked on the old account before the move is corrected with a credit or debit note, not by unposting it. A balance in another currency that can't be carried as it stands (an open credit note and an open invoice at different rates) is named; set the note against the invoice first.
## Exchange Rates
**Add or update a rate** sits above the saved rates, which show each rate with its inverse. If you invoice or buy in currencies other than your base, keep the rate table current: a rate per currency per date. When a document is created in a foreign currency it takes the rate of its date; the user can override it on the document. Reports show foreign amounts converted at each document's own rate — never at today's.
## Data Sharing
Companies that belong to the same group can **share** customers, vendors and products with each other, so a partner is created once and appears everywhere in the group. A shared record shows a small badge saying who shares it; the owning company edits, the others use.
## Integrations
Where you switch on **online payments** (the enrolment guide is on the page itself, with where your Stripe account stands — see *Getting paid*), connect **WhatsApp**, generate **API keys** for external systems, and register **webhooks** that notify other systems when something happens in Tamra — a bill posted, a purchase order submitted, payroll computed. They sit on one page in that order, and **Recent deliveries** at the foot lists every attempt and how it ended, with **Redeliver** for anything that failed. Keys and webhooks are made, paused and deleted by someone whose role in *this* company has **Integrations edit** (the built-in Super Admin does; the built-in Admin doesn't, unless it is switched on in **Users & Roles**); online payments and WhatsApp are set up with **Company Profile edit**. Everyone in the company sees the list. Each webhook call is signed with the webhook's own secret (an HMAC-SHA256 of the body, in the *X-SmartBook-Signature* header): the key button on the webhook's line shows it with a **Copy** button, for people with Integrations edit only; nobody else can read it. A revoke, pause, delete or redeliver that your role isn't allowed to make says so; it no longer looks as if it worked. Integrations opens on a phone too.
**The API.** A key with the *Read* scope reads invoices, bills, customers and vendors, products, stock, the trial balance and your tax rates through Tamra's API at */api/v1*; one with *Write* adds customers, vendors and products and makes draft invoices. An invoice made through the API is a draft with no number: posting it in Tamra gives it the next number, so a draft deleted leaves no gap, and posting stays with the people in Tamra. Each line carries VAT — the rate the line names (*tax_id*, one of your sales rates; */api/v1/tax-rates* lists them), else the product's own sales rate, else your default sales rate — the totals add up from the lines to the fils, and the invoice falls due on the date sent, else by the customer's payment terms (30 days when they have none). A bill is read with its vendor as *partner_id*. A product is counted in *Units* unless a *uom_id* is sent, a customer or vendor is in your company's currency unless a *currency_id* is sent, and a revenue account from another company is refused.
## Preferences (My Settings)
Personal choices that follow you to any device, not the company's: changing them affects nobody else.
- **Appearance** and **Accent colour** — the theme, and the colour that tints buttons, links and highlights. They switch at once across the whole app and are saved to your profile as you pick them. Pick the colour you are using again, or press **Reset** beside the colours, to go back to the theme's own.
- **Language for account names** — the language of account names in lists, journals and reports (official names, English, Português, Français, Español or Arabic). It applies as soon as you pick it; printed documents always keep the official names.
- **Notifications** — which events put a notification in your bell: a mention, a message, an invoice approved, a payment received, a purchase order submitted, a bill posted, an expense or leave request submitted or decided, payroll computed, a deal moved or closed, a ticket assigned or answered, a manufacturing order completed, a product to reorder. The groups fold away, and each shows how many of its events are on. A new event is on until you switch it off. The switches are saved with the Save bar at the foot of the page, which names what isn't saved: **Save changes** keeps them, **Discard** puts them back.
- **About Tamra** — the version you are using; **What's new** opens what the last two releases changed.
On a phone, Preferences is the phone's own Settings list (theme, colour, company, reminders and the version); see [Settings on the phone](20-tamra-on-your-phone.md#settings-on-the-phone).
## Move to Tamra
**Settings → Move to Tamra** walks you through bringing your books across from another system, one step at a time; nothing is saved until you confirm. Under **Where you're coming from**, pick the system you are leaving (QuickBooks Online, Xero, Zoho Books, TallyPrime, Odoo, Sage, or Excel or another system) and the first day Tamra keeps the books; the opening balances are taken as at the day before. **Your checklist** then lists the steps for that system, each showing what to export from the old system: your company, VAT and currency; the chart of accounts; customers and vendors; products; what customers owe and what you owe vendors; bank and cash balances; the rest of the trial balance; stock on hand; and the final check. **Mark as done** keeps your place for next time. The last step locks the books up to the day before the cut-over, so the opening position can't be changed by accident; it needs the period close right, and the lock can be moved later in **Accounting Basics**. Move to Tamra opens on a phone too.
## Setting up a second company
If you run more than one business, each is a separate company in Tamra with its own books, users, numbering and settings — created by a Super Admin from **Platform**. Users can belong to several companies and switch between them from the company picker; documents never cross from one company to another unless you use the intercompany features on purpose.
## Common questions
**Can I change the base currency later?** Not once there are entries in the books. Create the company with the right base currency; if you must change it, that's a new company.
**Who can post an invoice?** Anyone whose role has *post* on invoices — Managers and above by default. Operators create drafts; a Manager posts.
**I changed the invoice prefix and existing invoices still show the old one.** Correct — numbers already issued never change. Only new invoices take the new prefix.
**Why can't I edit last month's entries?** The Books Lock Date is set to the end of last month. An Admin can move it, but ask why it was set first.
**A new user can't see the Purchase module.** Their role has no Purchase permissions. Adjust the role in the permission editor, or move them to a role that has them.
## If something goes wrong
- **Documents print with the wrong address or TRN** → Company Profile; then reprint. PDFs already sent keep the old details.
- **VAT shows 0 % on everything** → the default sales tax isn't set, or the country pack hasn't been applied. Tax section first, then Country Packs.
- **Postings go to the wrong revenue or expense account** → Account Mapping; check the product's own accounts too, which override the company defaults.
- **A rate looks wrong on a foreign-currency invoice** → the rate table had no entry for that date and Tamra used the nearest earlier one. Add the rate; the invoice keeps whatever rate it was posted with, so correct the invoice if it's still a draft.
## People, roles and invitations
Settings → Users & Roles has three tabs. **People** lists everyone in the company — name, role, department, when they were **last seen** (*Active now*, *Today, 09:52*, *41 days ago*; it comes from Tamra being open, and turns amber after 30 days) and whether the account is active. Search, sort, filter by role or status (*Not seen for 30 days* included), switch to cards, save a view, and open anyone. Above the list, **Needs a look** says in plain sentences what deserves attention: an invitation that expired, someone not seen for over 30 days who still holds a role, a company with only one Super Admin. **Roles** starts with *Who can do this?*: type a right in plain words (*post journal entries*, *delete invoices*, *approve leave*) and Tamra shows the roles that have it, the people who hold it and the roles without it. Below, each role on one line: who holds it, how many of the 178 rights it has, when it last changed, **Duplicate** and **Open**. Tick two or three roles and **Compare** shows them side by side, area by area, with only the rights where they differ (or all of them) and a sentence per pair (*Manager has 27 rights that Operator doesn't*). **Invitations** keeps every invitation with what happened to it — *Waiting*, *Expired*, *Accepted*, *Revoked* — who sent it and when: **Copy link** (the same sign-up link the email carries, to send another way), **Resend**, **Renew** (the old link stops working and a fresh 14-day invitation goes out with the same role), **Revoke**, and **Open person** for someone who joined. **Access review** is the fourth tab (see below).
**Inviting people.** **Invite people** takes one address or a whole list pasted from a spreadsheet (one per line, or separated by commas or spaces). Choose one role for everyone, or a different one for a person; add names if you like, and a department and designation for everyone. Anyone already in the company, or already waiting, is left out with the reason. The right-hand side shows what the chosen role can do in each area.
**Several people at once.** Tick people in the list and choose **Change role…**, **Deactivate…** or **Reactivate…**. The next page lists each person before and after (for a role: *Viewer → Operator, +52 rights*), says who is left as they are and why (*Already Operator*, *You can't deactivate yourself*), and changes them one by one when you confirm. The result says who changed and who couldn't, with the reason. Every rule below applies to each person, exactly as it does one at a time.
**Building a role.** Open a role, or **Duplicate** one to start a new role from it. Search the rights, show *Only what's on*, turn a whole area on or off, or **Copy from another role**. Changed switches are outlined, and the Save bar says what turns on and off and how many people it affects (*+2 −0 · affects 1 person*) before you save; *Before you save* lists them in words. Deleting a custom role names the people who move to Viewer first.
**Checking who can do what.** The **Access review** tab lists everyone with their role, what is worth knowing (*Can manage users and every setting*, *Not seen for 41 days, still holds a seat*, *Custom role, no one else has it*) and when they were last seen. Mark each person **Looks right**, or **Change role** or **Deactivate** them from there. **Finish review** writes one line to the Activity Log with how many people were checked and changed; the next review is due 90 days later.
**One page per person.** Open a person to see their role, status and when they were last seen, when they joined and who invited them. **Profile** (phone, department, designation), **Role** and **Status** share one Save bar at the bottom: change what you need, then **Save changes** or **Discard**. Choosing another role shows, before you save, what it gives and takes away (*Moving Priya from Viewer to Operator gives 52 more rights and takes none away*) and what that role can do in each area. **Companies** — tick each company they can work in and choose their role there; **Make default** marks the company they land in when they sign in. These save as you click, and removing a company asks first. A person always keeps at least one company, and a company always keeps at least one super admin. **Recent activity** shows the last things they did, with a link to all of it in the Activity Log (admins see this, as they see the log).
Inviting people and changing their roles are for the company's Admins and Super Admins, by the role they hold in this company, and for anyone whose role includes **Users & Roles**; changing what a role can do needs **Users & Roles**. A role that includes Users & Roles, Integrations or every right is given only by someone who holds that right. The invite form asks you to choose the role; an invitation names one of the original roles, and Payroll or a role you made is given once the person has joined, from their page under **People**. Only a Super Admin gives the Super Admin role, invites a Super Admin, or changes a Super Admin's role or access, and nobody changes their own role. Someone with **Users & Roles** adds to a role only rights they hold themselves; a Super Admin adds any. Invitations are made only here, and a Super Admin is Super Admin of their own company only. Nobody deactivates their own account or the last active Super Admin of a company, and only a Super Admin deactivates a Super Admin. A person's role, sign-in email and whether they are active change only here, and every change is in the Audit Trail.
**Deleting an account.** From a person's row menu or the bottom of their page, *Delete account…* asks you to type their email. The person loses access to every company you administer and can no longer sign in; the documents, entries and messages they created stay exactly as they were, with their name on them. You cannot delete your own account, anyone who belongs to a company you don't administer, or the last super admin of a company — promote someone else first. Only a Super Admin deletes a Super Admin's account. To take someone off one company but keep their account, use *Deactivate* or remove that company from their access instead.
## The Activity Log
Settings → People & Access → **Activity Log** is the company's record of what changed, newest first, in plain sentences: *Aisha Rahman posted invoice INV-0248*, *Dave Haile changed the books lock date from 30 Jun 2026 to 30 Sep 2026*, *Dave Haile changed Omar Haddad's role from Viewer to Operator*. Click a line with an arrow to see **before and after**, the rights a role gained or lost, the **reason** when one was recorded, and a link to the page it concerns.
- **Tabs** — All activity, Created, Changed, Posted, Deleted and **Security** (role and access changes, the lock date, tax and exchange rates, bank details, people's pay and IDs), each with how many lines it holds.
- **Filters** — search a document number or name, choose a person (or *System*), an area (Sales, Purchases, Banking, Contacts, Inventory, Accounting, Company, HR, People & Access) and the dates (today, 7, 30 or 90 days, all time). They search the whole log, not only the lines on screen; **Load older** shows more.
- **Export CSV** — downloads exactly what you filtered (up to 5,000 lines at a time, in the same words), and the download itself is written to the log.
- **What never shows** — salaries, IBANs and account numbers, Emirates ID, passport and visa numbers are shown as *changed*, never their values, on screen and in the export.
- **Who can see it** — the company's Admins and Super Admins, as before. A role edit that touched many rights reads as one line.
# Customers and vendors
Partner records — who you sell to and buy from — their terms, credit, currency and price list, their statements, aging and history, and how they're shared across a group.
Tamra calls them **partners**: a customer, a vendor, or both. Customers live under **Sales → Customers**, vendors under **Purchase → Vendors**, but it's one record — a business you both buy from and sell to is one partner marked *Both*, with one statement that shows both sides.
## Creating a partner
**Sales → Customers → New** (or **Purchase → Vendors → New**). The record has more fields than you'll need on day one; the ones marked here as *start with* are enough to send a quotation or enter a bill.
| Field | Start with | What it does |
|---|---|---|
| **Type** | ✓ | Customer, Vendor, or Both. Decides which lists the partner appears in and which documents can be raised against it. |
| **Name** | ✓ | The legal name, as it appears on their documents and yours. |
| **Display name** | | A shorter or familiar name for lists and search. Documents print the legal name. |
| **Email · Phone · Mobile · Website** | ✓ | The email is where quotations, invoices, statements and payment links go. |
| **WhatsApp** | | Whether the customer agreed to receive WhatsApp messages from you, and when. Open the customer → **Edit** → **Contact** → **Record agreement** (Tamra asks you to confirm first); **Withdraw** removes it. It's needed before messages from your WhatsApp Business number, such as invoice reminders. |
| **TRN** | | Their tax registration number. Printed on tax invoices; required for e-invoicing. |
| **Contact person** | | The person you deal with; printed as *Attention* on documents. |
| **Address · Shipping address** | ✓ | Billing address prints on documents; shipping address prints on deliveries when it differs. |
| **Currency** | | The currency documents for this partner default to. Leave blank for your base currency. |
| **Payment terms** | | Days until due (e.g. 30). New invoices and bills compute their due date from it. |
| **Credit limit** | | For customers: when a new invoice would push the customer's open balance past this, the editor warns before posting. Empty means no limit. |
| **Price list** | | For customers: the list Tamra prices their lines from first. See *Products and pricing*. |
| **Default warehouse** | | For customers: where their deliveries ship from. |
| **Bank details** | | For vendors: printed on remittance advices and payment vouchers. |
| **Category · Tags · Rating · Notes** | | Yours to organise with. Notes are never printed. |
| **Peppol endpoint** | | For e-invoicing over the Peppol network where it applies. |
| **Active** | | Inactive partners stay on every historic document but disappear from pickers. |
Save. The partner is immediately available in the customer or vendor picker of every document.
## The partner page
Open a partner and two tabs appear.
**Overview** shows the relationship at a glance: total sales or purchases, what's open, an **aging** breakdown of the open balance (current, 1–30, 31–60, 61–90, over 90 days), and the most recent documents with their status. Three shortcuts sit at the top — **New Quote**, **New Invoice** for customers, **New RFQ** for vendors — each opening a fresh document with the partner already filled in.
**Statement** is the running account: every invoice, credit note, bill, debit note, payment and refund in date order with a running balance, filterable by date range. A discount after tax shows as its own *Discount* row under its invoice. On a vendor's statement, a prepayment not yet applied to a bill is money the vendor holds for you: it takes off what you owe. **Print** produces a statement to send; **Email** sends it to the partner's email with the PDF attached. This is what you send when a customer asks "what do we owe you?" — and what you check when a vendor's statement doesn't match yours.
Click a partner in the list to open its side panel instead: **Details**, **Addresses**, **Knowledge** (notes and Scribe pages about them), **Reminders** (see **Working together**) and, for customers, **Portal** — where you give them access to the Customer Portal.
## Currency and terms in practice
- A partner with a currency set gets documents in that currency by default; each document still shows its exchange rate, which the user can change before posting.
- Payment terms feed the **Due Date** on invoices and bills, and the *Agenda* on the home screen reads those due dates. Overdue status turns on the day after the due date.
- Balances on the partner page, in aging and in statements are shown in **your base currency**, converting each document at its own rate — so a customer with invoices in two currencies has one honest total.
## Credit control
Set a **credit limit** on customers who buy on account. When an invoice is about to be posted and the customer's open balance plus this invoice would exceed the limit, the Post confirmation says so — what they owe, with this invoice, against the limit, and how much is overdue. It doesn't block: the decision is yours. What they owe counts every open invoice less open credit notes, in your company's currency at each document's rate; a limit kept in the customer's currency is converted the same way. **Reports → A/R Aging** lists every customer's open balance by age; the *Overdue* number on the home screen is the same figure for the whole company.
## Sharing partners across a group
Companies in the same group (see *Data Sharing* in Settings) can share partners. A shared customer or vendor is created once, in the owning company, and appears in the others with a small badge — *shared with your group by another company* — usable on documents there, editable only by its owner. Balances and statements stay per company: sharing the record does not share the debt.
## Intercompany partners
If two of your own companies trade with each other, link the partner to the other company (the *linked company* on the record). Posting an invoice to a linked partner then creates and posts the matching bill in the other company in one step, and consolidated reports can eliminate the internal sale, and the advances one company paid the other. Intercompany is a chapter of its own in *Books*.
## Searching and organising
The list pages search on name, display name, email, phone and TRN; the global search (⌘K) finds partners by any of those from anywhere. Use **Category** for how *you* group them (retail, wholesale, government), **Tags** for anything else, and the **Active** switch instead of deleting.
## Common questions
**Can I delete a customer?** Only if nothing has ever been raised against them. Otherwise deactivate: documents keep their history and the customer leaves the pickers.
**We sell to and buy from the same company. Two records?** One, marked *Both*. The statement shows invoices and bills together; if you settle net, record the payment on one side and the credit on the other, or offset through a journal entry — your accountant will have a preference.
**The customer changed their TRN / address.** Edit the partner. Documents already posted keep the details they were posted with, which is what an auditor expects; new documents print the new ones.
**Why does the statement total differ from what the customer shows?** Almost always a payment they sent that you haven't matched yet — check **Books → Bank Reconciliation** for unmatched lines — or a credit note on one side only.
**Can a customer see their own statement?** Yes — give them a link to the **Customer Portal** from the customer's **Portal** tab, and they can see their statement, invoices and documents whenever they like, and pay online. See **The Customer Portal**. You can still email the statement as a PDF from the Statement tab.
## If something goes wrong
- **A partner is missing from the invoice's customer picker** → its Type is *Vendor*, or it's inactive. Edit the record.
- **The due date on new invoices is wrong** → the partner's payment terms; the invoice's due date can also be changed by hand before posting.
- **Aging doesn't add up to the statement** → aging counts only posted, unpaid documents; the statement shows everything including drafts you may have filtered in. Compare with the *Open* filter on.
# Products and pricing
Product records — stockable, consumable and service items, units, taxes, costing and reorder rules — and price lists with customer, category and volume rules, and how Tamra decides a line's price.
Everything you sell or buy is a **product** — a physical item you keep in stock, something you consume, or a service. A good product record means a quotation line is one click and prices, taxes and stock are right without anyone thinking about them.
## Three kinds of product
| Type | What it means | Stock? | Example |
|---|---|---|---|
| **Stockable** | A physical item you count and value; deliveries and receipts move it; sales post cost of goods sold. | Yes | Steel rebar, a laptop, a carton of juice |
| **Consumable** | A physical item you don't track — used up as it comes in. | No | Packaging, office supplies |
| **Service** | Nothing physical. | No | Installation, consulting hours, a subscription |
Choose carefully: a product's type can be changed only while it has no transactions.
## Creating a product
**Sales → Products → New** (Products also lives under Purchase and Inventory — it's one list). The editor is organised in tabs; **General** and **Sales** are enough to start. Adding a product needs *Products — create* and changing one *Products — edit*, from any screen, quick-create on a document line included.
### General
- **Product name** (and an Arabic name where you print bilingual documents), **SKU** (your code), **Barcode** (scans at POS and in receipts), **Internal reference**.
- **Type**, and the three flags **Can be sold · Can be purchased · Can be manufactured** — they decide which pickers the product appears in.
- **Category** — your grouping, also used by price-list rules and reports. Create categories inline.
- **Unit of measure**, plus a separate **sale unit** and **purchase unit** when they differ (buy in cartons of 12, sell in pieces) and a **packaging** description.
- **Description** (prints under the line), **Specifications**, **Image**, **Tags**, **HS code** and **Country of origin** for customs paperwork, **Weight** and **Volume** for logistics.
### Sales
- **Sale price** — the list price, in your base currency. Price lists can override it (below).
- **Sale tax** — the treatment applied by default on sales lines.
- **Margin** — shown live from price and cost.
### Purchase
- **Cost** — used for margin, and as the standard cost where the costing method says so. While stock is on hand it comes from the valuation and changes only with **Revalue** (for a standard-cost product, **Change standard cost**).
- **Purchase tax** — the default on bill and PO lines.
- **Purchase lead time** — days from order to receipt, used by planning.
### Inventory (stockable products)
- **Tracking** — *none*, by *lot*, or by *serial number*. Lot and serial tracking ask for the numbers at receipt and delivery. A product with serial numbers moves in whole pieces: its quantity fields step by 1, and a fraction is refused.
- **Costing method** — *Average* (the default: cost is re-averaged with every receipt), *FIFO* (oldest cost leaves first), or *Standard* (a fixed cost you maintain: receipts, deliveries, counts and manufacturing all move at it, and the differences post to price variance).
- **Reorder point · Reorder quantity · Safety stock** — when on-hand falls to the reorder point, the product appears in the replenishment queue with the suggested quantity, and in the low-stock alerts on **Today** and in the **Command Center**. A product with stock keeps its cost (change it with **Revalue**); while Tamra is still checking the stock, the cost stays locked.
- **Replenishment policy** — *manual*, *buy* (creates a purchase suggestion) or *manufacture* (creates a manufacturing suggestion), with the matching lead time.
- **Packaging** — the product's cartons, boxes or cases (*Case of 24*), each holding a fixed quantity of its unit; a line on a document can be counted in one. A carton already used on a document, a draft or a purchase included, keeps its size and can't be deleted: Tamra names the document. For another size, add a new carton.
### Manufacturing
For products you make: the bill of materials and routing live in the Manufacturing module; this tab shows the manufacture lead time and links there.
### Accounting
Normally blank — the company's default accounts apply. Set an **income**, **expense**, **inventory** or **COGS** account here only when this product must post differently from the rest (a different revenue line, a project's cost centre). Spare parts used by maintenance can carry an **MRO account**.
## The product page
Open a product for **Overview** (stock on hand by warehouse, value, sales and purchases this period, margin), **Transactions** (every document line that touched it — quotations, orders, invoices, bills, receipts, deliveries, adjustments — each a link), and the editor tabs above.
## Price lists
A price list is a named set of prices that overrides the product's list price for whoever it's assigned to. **Sales → Price Lists**.
A list has a **name**, a **currency**, an **active** switch, optional **valid from / to** dates, and a **rounding** rule (round the computed price to the nearest 0.05, 0.50, 1.00…). Inside it, **rules**:
| Rule | Applies to | Gives |
|---|---|---|
| Product rule | one product | a **fixed price**, or a **discount %** off the list price |
| Category rule | every product in a category | a **discount %** (or a fixed price, rarely) |
Each rule can carry a **minimum quantity** — the rule applies at that quantity or more — and its own **start / end dates**. Volume pricing is several rules for the same product at different minimum quantities.
### Assigning a list
- On a **customer**, in the partner record: their documents price from that list first.
- As the **company default** (Settings → Preferences → default sale price list): used for customers who have no list of their own.
- **Public** lists get a shareable link — a read-only price page, with a **Copy link** button on the list. The page shows what a customer on the list pays, priced as a document would price it: product and category rules, a *% off* converted into the list's currency, the list's decimals (or its rounding), your logo and brand colour (**Settings → Branding**), the list's dates on your company's own day, and no archived products. Anyone with the link can open it, signed in or not; a link to a list that is unpublished, inactive or outside its dates shows nothing, the same way each time.
### How Tamra decides a line's price
When you add a product to a quotation, order or invoice, Tamra resolves the price in this order and shows the winner:
1. The **customer's price list**, if they have one and it's active on the document's date.
2. Otherwise the **company's default price list**.
3. Otherwise the product's **sale price**.
A list chosen in **Price list** above the lines — for a season or an event — comes before all three, by the same rules, its category rules included; a product it has no rule for is priced as above.
Within a list, a **product rule beats a category rule**, and among rules that satisfy the quantity, the **highest minimum quantity wins** — so 100 units get the 100-tier price, not the 10-tier one. Hover the small **Price source** marker beside the unit price to see which rule was used. You can always type over the price on the line; the marker then says *manual*, and the price stays as typed. A line counted in cartons is priced as the pieces in it: 10 cases of 24 are 240 bottles at the list's bottle price, and the quantity tiers count the bottles.
Prices in a list are in the list's currency; on a document in another currency they convert at the exchange rate on the document's date — through your company's currency when the two have no rate of their own — and with a rate missing the line keeps the price it has. A back-dated document takes that day's rate and the list's rules for that day, on a computer and on the phone. A price from a list keeps up to 4 decimals, and a dinar price its third decimal (KWD 2.887).
## Units in practice
Buy a product in cartons of 12 and sell it in pieces: set the unit to *piece*, the purchase unit to *carton (12)*. A purchase order for 5 cartons receives 60 pieces into stock; a sales line for 7 sells 7 pieces. The unit shows on every line, and the **Stock availability** marker on sales lines reads on-hand in the sale unit.
## Taxes on lines
Every line carries its own tax. A new line starts on the company default for its side; picking a product brings the product's own tax instead (sale tax on sales documents, purchase tax on purchase documents; on a bill or purchase order a product with no purchase tax takes its sale tax when that rate applies to purchases too). A rate you choose on the line stays. A line's tax list shows the rates for its side: a reverse charge, or VAT you can't recover, only on purchases. The **Tax** quick-set above the lines in invoices and bills changes every line at once — handy for a zero-rated export. Lines remain the truth: the document total is the sum of its lines' taxes.
## Sharing products across a group
Like partners, products can be shared with the other companies in your group. The owner edits; the others sell or buy it, with their own stock and their own prices.
## Common questions
**A service with a stock quantity?** Services never have stock. If you see stock on something that should be a service, its type is wrong — fix it while it has no transactions, or create the correct product and deactivate the old one.
**Why did the price change when I changed the quantity?** A volume tier kicked in. Hover *Price source*.
**Two customers see different prices for the same product.** Different price lists — check each customer's record. That's usually intended.
**Can I import products?** Yes — from the Products list, import from a spreadsheet with columns for SKU, name, type, unit, sale price, cost, tax and category. A file with one tax column fills both the sale and the purchase tax from it, matched by the rate's name or code, else by its percentage (a rate with its VAT treatment set first). The importer shows what it will create before it does.
**Negative stock?** Never. A delivery ships what is on the shelf and keeps the rest open as a backorder; nothing else may take a shelf below zero. Receive first, or count and adjust.
**Why is the cost field locked?** The product has stock on hand, and the cost of that stock belongs to its valuation. Use **Revalue**: type the new cost, and Tamra works out the amount from what the valuation holds — the units × the new cost, less what they are carried at — and posts it against Inventory revaluation. The dialog shows the amount before you confirm. The costing method and the inventory and COGS accounts are locked for the same reason, and the unit and type once the product has been used anywhere.
## If something goes wrong
- **A product doesn't appear in the sales picker** → *Can be sold* is off, or it's inactive.
- **Margin looks wrong** → cost is out of date. With *average* costing, cost updates on every receipt; with *standard*, you maintain it. **Inventory → Valuation → Health check** flags a cost five times above or below the last purchase price.
- **The line price ignores the customer's list** → the list is inactive, outside its validity dates, in a currency the document can't convert, or the rule's minimum quantity isn't met.
- **Tax on a line is blank** → the product has no sale (or purchase) tax and the company default for that side isn't set. Set the default in Settings → Tax; use the quick-set to fix the open document.
# Selling
The sales journey from quotation to sales order, delivery and invoice — every status, every button, sending and printing, recurring invoices, and the reports that show how sales are going.
The sales side of Tamra is one chain of documents, each leading to the next: a **quotation** the customer accepts becomes a **sales order**, which ships as a **delivery** and bills as an **invoice**, which is settled by payments. You can enter the chain at any link — plenty of businesses go straight to the invoice — and every document remembers where it came from. Press **TRACE** under any title to see the whole journey.
## The document editor, once
All four documents share one editor, so learn it once:
- **Header fields** at the top: customer, dates, salesperson, currency and rate, warehouse or delivery date as relevant.
- **Tabs**: **Lines** (what's being sold), **Other info** (references, notes, terms), and on invoices **Payments**.
- **Lines**: pick a product — the description, unit, price and tax fill from the product record and price list; type over any of them. A **Stock availability** marker beside stockable products shows on-hand in that unit; a **Price source** marker shows which rule priced the line. Discount per line; shipping in the totals box.
- **Totals**: subtotal, discount, taxable, tax, shipping, total — always computed from the lines. A document discount comes off **before tax** (the VAT is worked out on what's left) or **including VAT** (an amount or percentage off the total with VAT, turned into the same discount before VAT, so the VAT goes down with it: 1,050 less 100 is 904.76 + 45.24 VAT). Either way the VAT is on what the customer pays, as the law asks, and the printed document shows the discount.
- **Header actions**, top right: the filled-circle button is the next step; **Send ▾** holds print, email and e-invoice; **⋯** the rare things.
Drafts save as you go; nothing leaves the building until you send or post.
## Quotations
**Sales → Quotations → New quotation.** Customer, date, **expiry date**, salesperson, currency, lines. The *Other info* tab has notes the customer sees and an internal note marked *not visible to customer*.
| Status | Meaning | How it gets there |
|---|---|---|
| **Draft** | Being prepared. | Create Quotation |
| **Sent** | Delivered to the customer. | Email it, or **Mark as sent** after printing |
| **Confirmed** | The customer accepted. | **Confirm** |
| **Expired** | The expiry date passed while still Draft or Sent. | Automatic, shown in the list |
| **Cancelled** | Withdrawn. | ⋯ → Cancel |
**Send ▾** prints (with your signature if you've drawn one) or emails the quotation as a PDF to the customer's email, with a subject and message you can edit. **Confirm** locks the prices and lines. **Convert to Sales Order** creates the order with the same lines, the same total and VAT to the fils, and a *From Quote* reference; the quotation shows *Sales Order created* and links to it.
> A quotation carries no accounting. Confirming it changes nothing in the books; only the invoice does.
## Sales orders
**Sales → Sales Orders**, or converted from a quotation. Adds a **delivery date**, **payment terms** and the **warehouse** the goods ship from.
| Status | Meaning |
|---|---|
| **Draft** | Editable. |
| **Confirmed** | Committed — reserves the goods for delivery and appears in the fulfilment queue. |
| **Processing** | Being picked. |
| **Shipped** | Left the warehouse. |
| **Delivered** | Every line of goods has left — or the rest of it was closed. |
| **Invoiced** | An invoice exists for it. |
| **Cancelled** | Withdrawn; any open delivery is cancelled with it. An order with an invoice is cancelled only once that invoice is deleted or credited. |
The header follows the order's life: **Save & Confirm** (the delivery is made from the lines as saved), then **Open Delivery** (the delivery document for the warehouse), then **Create Invoice** (creates a draft invoice with the order's lines — invoice the whole order or edit the draft to bill part; a line whose rest was closed is invoiced for what was delivered). **⋯** holds *Cancel*, *Archive* and *Revert to draft* for an order nothing has happened to yet. An order with a draft invoice, or with a posted one not credited in full, can't be cancelled or reverted to draft: delete the draft under Sales → Invoices, or credit (or unpost) the posted one, first. The invoice of a cancelled order, or of one back in draft, can't be posted — nothing will ship from it. Cancelling and reverting need *Sales orders — edit*; **Create Invoice** needs *Invoices — create*.
Service-only orders skip delivery: confirm and invoice. On an order of goods and services the delivery carries the goods only; the services count as delivered with them.
### What has left, line by line
Each line counts what was delivered for it, in its own unit (a line of 2 cartons with one carton shipped reads 1 of 2), and the same product on two lines counts for each line. When goods are still owed and no delivery is open for them, a strip above the lines offers **Deliver the rest** (a delivery for what is owed) or **Close the rest…** (the customer won't get them: each line is finished at what was delivered, any open delivery lines for them are cancelled). A line whose rest was closed — that way, or by validating a delivery without a backorder — offers **Reopen the rest…**, which makes a delivery for it again. A sales order has one invoice: once it is made (for what was delivered), the rest can't come back on the order — the strip says so, and a new sales order brings it; a draft invoice can be deleted first to reopen. Cancelling the delivery that closed a line opens its rest again — unless the order already has its invoice. A line isn't closed below what the order's posted invoices bill for it: Tamra says how many won't be delivered — credit the customer for them first, or deliver them (with a backorder). A line closed that way before 1.94 says so on the strip — credit the customer on the invoice for the difference. Closing needs the *Sales orders — edit* right.
## Deliveries
Created from a sales order (or automatically when an invoice with a warehouse is posted). Found under **Inventory → Deliveries** and from the order's **Open Delivery**. While nothing has shipped and nobody is picking it, the delivery follows the order's lines. Validated short with *Create backorder for missing qty* ticked, the rest waits on a backorder; unticked, the rest of each line you shipped short is closed on the order — unless the order's posted invoice bills more than would then be delivered: credit the difference first, or keep the backorder. What the shelf can't cover always waits on a backorder, ticked or not — only what you chose not to ship is closed.
| State | Meaning |
|---|---|
| **Draft** | Created, nothing reserved. |
| **Ready** | Stock reserved, waiting to be picked. |
| **In Progress** | Being picked or packed. |
| **Shipped / Done** | **Validate** was pressed: stock leaves the warehouse, and for stockable products the cost of goods sold is posted at that moment — a plain explanation is on the delivery under *How is COGS posted when I ship?* |
| **Cancelled** | Reservation released. |
Lot and serial numbers are asked for at validation for tracked products; a product with serial numbers ships in whole pieces. A delivery note prints from the delivery with the shipping address from the customer's record.
## Invoices
**Sales → Invoices → New**, from a sales order's **Create Invoice**, or from a customer's page. This section covers the everyday invoice; advances, credit notes, e-invoicing and recurring are in *Invoices in depth* and *Getting paid*.
### Header
Customer · **Invoice date** · **Due date** (computed from the customer's payment terms; editable) · Salesperson · Currency and **exchange rate** · **Warehouse** — if set, posting the invoice also creates a delivery for stockable lines, which is the right choice when you invoice and ship together.
### Lines
As above. The **Tax** quick-set above the lines switches every line's treatment at once (standard, zero-rated, exempt, out of scope for a UAE company).
### Posting
**Post Invoice** is the moment the invoice becomes real:
- it takes its **number** from the sequence (a draft has none and shows *Draft* in lists; an invoice unposted later keeps its number);
- a **journal entry** is posted — receivable, revenue, tax output — visible under *Other info* and in Books;
- if a warehouse is set, a **delivery** is created for stockable products;
- the status becomes **Posted** (shown as *Sent* in lists), the lock badge appears, and the fields lock.
The (i) link *What happens when I post this?* on the draft says exactly this for the invoice in front of you, including the intercompany case where posting also creates the matching bill in a linked company.
An invoice where every line is free has nothing to book, so it isn't posted (one an advance covers in full still posts): free goods go out on a sales order's delivery, which ships them without an invoice. An invoice whose lines don't add up to its total is refused too. If someone else posts the invoice while you have the draft open, your Save or Post changes nothing and says *INV-0004 was posted by someone else — reopen it*: a posted invoice changes only through Unpost, payments and credit notes. Adding or changing an invoice needs the invoice *create* or *edit* right, deleting one *delete*, and posting *post* — on the screen or any other way.
### Statuses
| Status | Meaning |
|---|---|
| **Draft** | Editable; not in the books. |
| **Posted / Sent** | In the books, unpaid. |
| **Partial** | Some money received. |
| **Paid** | Fully settled. |
| **Overdue** | Posted and past its due date. |
| **Cancelled** | Voided before anything was paid. Deleting a draft that was posted before also cancels it: it keeps its number. |
The small bar beside TRACE shows the settled share; the **Payments** tab lists every settlement.
### After posting
- **Send ▾** — *Print / Sign*, *Email to customer* (PDF attached; the message names the invoice and total), *Payment link…* (online payment), *Submit e-invoice* where the regime applies.
- **Record Payment** — see *Getting paid*.
- **⋯** — *Credit note*; *Duplicate*; **Unpost** while nothing has been paid (reverses the journal and the delivery together; the invoice returns to draft, keeping its number); *Archive* to hide from lists without deleting.
### Correcting a posted invoice
Nothing paid yet → **Unpost**, edit, post again. Something paid, or the customer already has the PDF → leave it and issue a **credit note** for the difference, or a new invoice for the extra. The trail then tells the true story, which is what tax authorities and auditors expect.
## Recurring invoices
For subscriptions, rent, retainers. **Sales → Recurring**: a **template** holds the customer and lines; a **frequency** (weekly, monthly, quarterly, annually) and a **next run** date. On the run date Tamra generates the invoice as a draft (or posts it, if the template says so) and moves the next run forward. Templates can be **paused** and resumed; **Generate invoice now** creates one off-schedule; **Finished** templates stop. A template on the 29th, 30th or 31st stays on that day, or the month's last day when the month is shorter. Two people running due templates at once bill each one once. Deleting a template that has made invoices stops it and puts it away instead; its invoices keep their link. The list shows generated invoices, the monthly average value, and what's due today. A template's invoices are made in the template's currency at its rate; a new template starts in your company's currency. A template's lines are priced as an invoice's are: from the customer's price list (else the product's price), in the template's currency, on its next run date; a price you type stays, and opening a saved template never changes its prices. A generated invoice's VAT and total are the sum of its rounded lines, to the fils, as on an invoice made from an order. The monthly figure is in the currency the templates bill in — when they bill in several, each is turned into your company's currency at its own rate.
## E-invoicing
For a UAE company the **E-Invoices** page (under Sales) shows every invoice's e-invoicing state and validation, and **Send ▾ → Submit e-invoice** on a posted invoice generates and submits the structured document. Angola's regime is waiting on the tax authority's technical specification; Saudi Arabia's is on the roadmap. Details in *Invoices in depth*.
## Printing and emailing
**Print / Sign** opens the printed layout — the template from Settings → Templates, your logo, your signature — for saving as PDF or printing. **Email** sends the same PDF from Tamra, to the customer's email (editable), with a subject and message prefilled from the document; sent emails are recorded on the document's *Activity*. The customer receives a normal email with the PDF attached, and, when online payments are on, a *Pay online* link.
## Sales dashboard and reports
**Sales → Dashboard** — revenue this period, open receivables (counted as Aged Receivable counts them: less what credit notes took off, with an advance invoice still owed), top customers, the pipeline of open quotations and orders. **Sales → Reports** — *Sales by Period*, *Revenue by Customer*, *Salesperson Performance*, and *A/R Aging*, each with period presets (this month, quarter, year, last 30/90 days, 12 months) and export.
## Common questions
**Do I have to use quotations and orders?** No. Many businesses invoice directly. The chain is there when you need the paper trail, reservations and deliveries.
**Can I invoice part of an order?** Create the invoice from the order and delete the lines or reduce quantities before posting; the order turns *Invoiced* only when fully billed. Once that invoice is posted, **Invoice the rest** on the order makes a draft for what is left.
**The customer wants the invoice in USD.** Set the currency on the invoice (or on the customer for all their documents). The rate defaults from the rate table for the invoice date; the books record the base-currency equivalent at that rate.
**Why can't I edit a posted invoice?** Posted means in the books. Unpost if nothing is paid; otherwise correct with a credit note.
**Where's my delivery note?** On the delivery, not the invoice — Inventory → Deliveries, or **TRACE** from the invoice.
**Numbers skipped?** Drafts take no number; a cancelled posted invoice keeps its number and shows *Cancelled*, so the sequence is always continuous.
## If something goes wrong
- **Post refuses: "customer has no TRN"** → the country pack requires a TRN on tax invoices for registered customers; add it to the partner, or mark the customer as unregistered.
- **Post warns: credit limit** → the customer would owe more than their limit with this invoice; the warning says how much. You can still post it.
- **Post refuses: "every line on it is free"** → there is nothing to book. Give a line its price, or send the free goods with a sales order's delivery.
- **Post refuses: "Sales order … is cancelled" or "… is back in draft"** → the invoice's order won't ship it. Delete the draft invoice, or confirm the order again, then post.
- **Cancel or Revert to draft is refused: the order has an invoice** → delete its draft invoice, or credit (or unpost) the posted one, then try again.
- **"… was posted by someone else — reopen it"** → someone posted the invoice while you had it open. Reopen it to see it as it is; correct it with a credit note, or unpost it.
- **Posting created no delivery** → no warehouse on the invoice, or no stockable lines.
- **Invoice shows Overdue but the customer paid** → the payment isn't recorded or matched yet. Payments tab → Record, or match the bank line in Reconciliation.
- **Email didn't arrive** → check the customer's email on the partner, then the document's Activity for the send record; ask them to look in spam. Resend from **Send ▾**.
# Invoices in depth
Beyond the everyday invoice — advances and deposits the tax-compliant way, credit notes and refunds, e-invoicing, foreign currency, intercompany invoices, opening balances, and undoing things without breaking the trail.
*Selling* covered the everyday invoice. This chapter is for the situations that come up once a week rather than ten times a day — and for understanding what the books are doing underneath, so that the numbers in Reports never surprise you.
## What posting writes
When you post an invoice, Tamra posts one journal entry with it: **Accounts Receivable** is debited for the total, **revenue** is credited for the net of each line (the product's income account, or the company default), and **tax output** is credited for the VAT. Discounts go to the sales discount account, shipping to freight income. Open **Other info** on the posted invoice to see the entry's number and jump to it. Unposting reverses exactly that entry.
A document discount comes off the amount before VAT, so the VAT is worked out on what the customer pays (Decree-Law Art. 39). Choose **Before tax** to type it on the amount before VAT, or **Including VAT** to type it on the total with VAT: 100 off a total of 1,050 at 5% becomes 95.24 off before VAT, so the invoice is 904.76 + 45.24 VAT = 950.00, and the editor shows the conversion under the discount. A percentage is the same percentage either way. An invoice posted before 1.85 with a discount after tax keeps it as it was booked (the VAT on the full amount, the discount in sales discounts, *Paid* once the total less the discount is in); a draft saved that way is refused at posting until you open it and save it again.
The discount comes off the goods and services only, never off a *Less: advance* line: the advance comes off at its full amount, on screen, in print, on the e-invoice and in credit notes. 10% off 10,000 + VAT, less an advance of 1,050, is 9,000 + 450 VAT − 1,050 = 8,400.00. A draft saved before 1.96 with a discount and an advance line is refused at posting until you open it and save it again; posted invoices keep their figures.
## Advances and deposits
A customer pays before there is anything to invoice — a deposit on an order, a retainer, a milestone. In the UAE the tax point is the moment the money is received, so an advance must itself be a tax invoice with VAT. Tamra's advance documents (**ADV-**) are exactly that.
### Receiving an advance
The cleanest door is the bank statement: in **Books → Reconciliation**, on the line where the money arrived, choose **Reconcile → New advance from [customer]**. Tamra creates an ADV invoice for the amount (backing the VAT out at the default sales rate), posts it, records the payment against it, and matches the statement line — one click, four things. The ADV appears in the invoice list with its own type and the customer's page shows it as an open advance.
Without a bank line — a deposit paid in cash, say — use **Books → Payments → Advance / deposit → Take a deposit**. It asks what the money is: an **Advance for goods or services** (the default; it needs the right to post invoices) issues the same ADV invoice, with the VAT inside the amount, and records its payment; a **Refundable security deposit** (keys, equipment, a lease) is not paid for a supply, so it carries no VAT and waits in Customer Advances until you apply or refund it.
### Applying an advance
When you raise the real invoice, its draft shows **Apply Advance** with a count of the customer's advances waiting. Choose one and how much; Tamra adds a *Less: advance* line for that amount. The invoice now bills only the balance, its VAT is computed on the balance, and the two documents together carry the correct total VAT. Apply the same advance again and the line grows rather than doubling; apply several advances and each gets a line. Only advances in the invoice's currency are offered, and a line never takes the invoice below zero: its amount before VAT is rounded so that, with its VAT, it comes to no more than what you apply. The printed invoice shows the *Less advance* rows, the **Balance due**, and the advance invoice's number as a reference.
### What the books do
At receipt: AR is debited, **Customer Advances** (a liability) and tax output are credited. At the final invoice: AR is debited for the balance, the advance liability is released, revenue and tax are credited in full. The settlement bar on the final invoice counts the advance as money already in; the Payments tab lists it as a row. An invoice the advance covers in full comes to 0: it posts with nothing to collect and shows *Paid*.
### Undoing
An advance that has been applied cannot be unposted — unapply it from the final invoice first (unposting the final invoice does that automatically). An advance that turns out to be a plain on-account payment can be handled through the Payments register instead.
A customer's advance or deposit set against a posted invoice from **Books → Payments → Advance / deposit** comes off it with **Remove**, under it on the invoice's **Payments** tab: the entry that used it is reversed on its own date, the invoice is open again for that amount, and the advance is free to use on another invoice or to refund. It needs the right to post invoices. One used on or before the Books Lock Date stays: move the lock date back first, or correct it with an entry dated after the lock.
## Credit notes
When you owe the customer — an overcharge, a return, a cancelled service — you don't edit the invoice; you issue a **credit note** against it. On the posted invoice, **⋯ → Credit note**. Choose the whole invoice or pick lines and quantities for a partial note. Post it: the note takes a **CN-** number and reverses revenue and tax for its amount.
Tick **Customer returned the goods** when they came back: the selected quantities return to the shelf and their cost of goods sold is reversed, at the cost they left at. It works for an invoice delivered on its own and for one made from a sales order (the goods come back from the order's deliveries); only what was delivered, and not already returned on an earlier credit note, can come back.
## Customer returns
When a customer sends goods back, record it on the invoice: on the posted invoice, **Record a return**. Enter how many of each line are coming back and mark each **Good, back to stock** or **Damaged**, then choose **The goods are here now** or **The customer will send them**. Saving makes a return with a **RET-** number.
- **Good goods** go back on the shelf at the cost they left at, and their cost of goods sold comes back.
- **Damaged goods** go to a place called *Damaged returns*, with no stock value: their cost goes to the **Customer returns write-off** account (Tamra makes it next to your stock loss account the first time, or choose your own in **Settings → Account mapping**).
- **The credit note** is made against the invoice in the same click — revenue, VAT and the customer's balance come back, as with any credit note. If the goods are still to come, it is made when they are received. If you chose a **Sales Returns** account in Account mapping, the credit goes there instead of each line's revenue account.
- **Replacement** — tick it when the customer gets the goods again instead of a credit: the goods come back and no credit note is made. Send the new goods on a new invoice or sales order at no charge.
**Inventory → Returns → Customer returns** lists every return. Open one to receive goods that were still to come (you can receive fewer than expected, and say which came back damaged), to make its credit note, or to cancel it while nothing has been received or credited.
In a bigger team the warehouse and the accounts can each do their own part: tick **Receive and credit as separate steps** on that screen. The warehouse then receives the goods, and someone who can post invoices makes the credit note from the return. A credit note can also be made first and the goods received later.
Nothing comes back twice and nothing is credited twice: only what was delivered and not already returned can come back, and a credit note on lines a return is still waiting to credit is refused and names the return. An invoice with a return on it stays posted; the goods a return brought back stay received.
A posted credit note has two ways out, both on its own header:
- **Apply to invoice** — offsets the original invoice, reducing what the customer owes. The invoice's Payments tab shows the credit as a settlement.
- **Record refund** — money goes back to the customer from a bank or cash account, recorded as an outbound payment, dated on or after the note.
A credit note can be partly applied and partly refunded. The customer's statement shows all of it. On an invoice in another currency the note takes off exactly what the invoice booked, so no fils are left in receivables. A line that sold a fixed asset can't be credited while the asset's disposal stands: credit the other lines, and for money back on the asset post a journal entry to its gain or loss on disposal.
A credit note gives back its share of the invoice's document discount. Before tax, that's its share of the discounted amounts: crediting all of a 100 + VAT invoice at 10% off comes to 94.50, the invoice. On an invoice posted before 1.85 with a discount after tax, the note credits its share less the discount, so a refund pays back what the customer actually paid. On an invoice that used an advance, the *Less advance* line stays applied: the dialog leaves it out and credits the other lines, and anything the customer no longer owes waits on the note to refund or set against another invoice.
**Unpost** works on a credit note while nothing rests on it: it isn't set against an invoice and didn't bring goods back (void its refund first if it has one). Unposting gives the invoice its credited quantities back; posting the note again books the credit again and sets it against the invoice if anything is still owed. A credit note never comes to more than its invoice and credits only the invoice's own items. Once it is applied or has brought goods back, undo it with a new invoice for the same items.
## E-invoicing
Where a country requires structured electronic invoices, Tamra generates and submits them. **Sales → E-Invoices** lists every posted invoice with its e-invoicing state — not generated, ready, submitted, accepted, or rejected with the reason — and a validation panel that names what's missing before you try (a customer TRN, an address line, a tax category on a line).
For a UAE company the regime is implemented: on a posted invoice, **Send ▾ → Submit e-invoice** builds the structured document in the required format and records the submission and its outcome on the invoice. Angola's regime will follow the same door once its tax authority publishes the technical specification; Saudi Arabia's is on the roadmap.
A dinar, Bahraini or Omani rial invoice can't go out as a UAE e-invoice, which carries two decimals: the panel says so before anything is sent.
**Inbound e-invoices** (Purchase → E-Invoices) is the other direction: documents your suppliers send electronically arrive as *Received*, and you either **create a draft bill** from one — lines, taxes and totals prefilled — or **dismiss** it.
## Foreign currency
Set the invoice's currency and the **exchange rate** fills from the rate table: the newest rate dated on or before the invoice date (change it if the bank's rate differs). The label under it says where it came from: *Auto-filled from settings* with the rate's date, *Saved on the document*, or *Typed*; a typed rate stays when you change the date. With no rate on or before the date it says so, and a later rate is never used. The invoice prints in its currency; the journal entry records the base-currency equivalent at that rate. When the customer pays, the payment is booked at the newest rate on file on or before the payment date (the invoice's own rate when there is none), and any difference from the invoice's rate posts automatically as a **foreign exchange gain or loss** — so AR always clears to zero and the P&L shows the true effect. A payment in parts clears exactly what the invoice booked, also when a payment in the middle is voided and paid again. Reports convert each document at its own rate, never at today's. An invoice in another currency won't post without its rate: Tamra names the currency (a rate of exactly 1 stands only when the rate table says 1 for it). A duplicated invoice takes the rate of its own date.
**Decimals.** Amounts are kept the way the currency is written: three decimals for the Kuwaiti, Bahraini, Jordanian, Libyan, Iraqi and Tunisian dinar and the Omani rial (KWD 3.579), none for the yen, won and similar (JPY 1,050), two for everything else. Lines, totals, payments, printouts and the amount in words follow, and a dinar invoice is settled to the last fils: with 5 fils still open it stays *Partial*, and **Record Payment** is still offered.
## Intercompany invoices
If the customer is one of your own companies (a partner linked to that company), posting the invoice also **creates and posts the matching bill in the other company**, in the invoice's currency (at the invoice's rate when both companies keep the same currency), and for stockable products moves the goods into that company's inventory — one action, both books. The two documents are linked and reverse together if you unpost. **Consolidated Reports** can eliminate the internal sale so the group isn't shown trading with itself, and the advances one company paid the other. The (i) link on the draft says exactly this when it applies. An invoice that uses an advance (a *Less: advance* line) posts too: the sister's bill carries the goods and services at what the invoice billed them, after its discount, with a note naming the advance for the sister to apply with **Apply Advance**. A credit note on an invoice to a sister company stays out of the group's sales also when it is unposted and posted again.
## Opening balances
When you start Tamra with customers already owing you money, don't recreate history. Create one **opening-balance invoice** per customer for the amount they owe as at your start date, dated that day, with a single line to the opening-balance equity account. It carries the receivable into Tamra without touching revenue, ages correctly, and settles like any invoice. A balance in another currency is brought in in that currency: give the file a **Currency** column (and a **Rate** column, or Tamra takes the newest rate on or before the start date), or write the currency with the amount (*USD 10,000*, *€5,000*). Revaluation then reads it like any other foreign balance.
## Tax-inclusive prices
Some price lists and some customers quote prices that already include VAT. The **Tax-inclusive prices** switch on the editor tells Tamra that the unit prices entered are gross; it backs the tax out so totals match the customer's expectation to the fils.
## Quick actions from the list
The invoice list's row menu has a few shortcuts: **Mark Paid** records a payment for the full open amount in one step (for cash sales and small invoices), **Duplicate** copies an invoice into a new draft (without its *Less: advance* lines: apply the advance on the copy if it's due; without a line that sold a fixed asset — an asset is sold once, with **Sell** in Assets — and refused when that is all the invoice holds; without lines that bill expense claims — a claim line is billed once, so the copy's notes name the claims left out, and an invoice that bills nothing but claims isn't copied: bill more claims from **Expenses → Bill**), **Archive** hides an old or mistaken document from lists without deleting it (**Unarchive** brings it back), and **Print selected** batches PDFs for several invoices at once.
## Undoing, in order of gentleness
1. **Edit** — only drafts.
2. **Unpost** — a posted invoice nothing has been paid against: reverses its journal entry and its delivery, returns it to draft keeping its number.
3. **Credit note** — a posted invoice with payments or already in the customer's hands: the honest correction.
4. **Force unpost** — a super-admin action for a paid invoice recorded in error: reverses every linked entry including payments, each on its own date, so past reports and VAT returns don't move; when one of those dates is on or before the Books Lock Date it is refused — issue a credit note. A customer deposit used on the invoice comes off it and stays in the bank, free to use again, and the invoice can be paid again once it is posted again. It leaves a trail; use it when a credit note would misrepresent what happened. It runs as the super admin who is signed in, and isn't for a credit note or an invoice a credit note reversed.
5. **Cancel** — a posted invoice voided before payment keeps its number and shows *Cancelled*, so the sequence stays continuous for the auditor.
Nothing posted is ever deleted.
## Common questions
**The customer paid a deposit in cash, not by bank.** Use **Books → Payments → Advance / deposit → Take a deposit** with your cash account: an advance issues its ADV invoice with the VAT. Or key the cash receipt as a statement line on your cash account and use *New advance* there.
**Can I apply an advance from one customer to another customer's invoice?** No. Refund it, or transfer it through a journal entry with your accountant.
**The e-invoice was rejected.** The reason is on the E-Invoices page. Typically a missing TRN or an address field on the partner — fix the partner, then resubmit; the invoice itself doesn't change.
**Why is there a small FX gain on a payment in the same currency as the invoice?** The invoice and the payment were booked at different rates against your base currency. That's the point of the entry; it's real.
**I voided an invoice — why does the number still exist?** Numbers are never reused. A void keeps its place in the sequence, marked Cancelled.
## If something goes wrong
- **Apply Advance shows no advances, but the customer paid one** → the ADV isn't posted, is for a different customer record, is already fully applied, or is in another currency than the invoice (the button says so). Check the customer's page.
- **Remove is refused: "on or before the books lock date"** → the advance was used in a closed period. Someone who can close periods can move the lock date back first; or correct it with an entry dated after the lock.
- **A credit note is refused: the line sold an asset** → while the asset's disposal stands, its sale can't be credited. Credit the other lines; for money back on the asset, post a journal entry to its gain or loss on disposal.
- **The final invoice's VAT looks too high** → the advance wasn't applied as a line; the invoice is billing the full amount. Unpost, apply the advance, post again.
- **A credit note won't post** → the original invoice is a draft or cancelled (a note needs a posted invoice to credit), or the note would come to more than the invoice, or it carries an item the invoice doesn't have.
- **Posting says the invoice doesn't add up** → its total no longer matches its lines (a line changed after the total was worked out). Open it, check the lines, save and post again.
- **Posting says the invoice has no exchange rate** → it's in another currency with no rate; add the rate under **Settings → Exchange Rates** or type it on the invoice, then post.
- **Unpost is refused** → something has been paid, an advance applied to it is consumed, the books lock date covers it, your role lacks post rights, or an exchange revaluation still in the books took the invoice in (reverse it on **Multi-Currency → Revalue**, unpost, then revalue that date again — or issue a credit note). The message says which.
- **Posting says the discount comes off the "Less: advance" line too** → a draft saved before 1.96. Open it and save it again: the discount is then on the goods and services only, and the advance comes off whole. Then post.
- **Posting says the invoice has a discount of more than its total** → the discount after tax is above the total (a percentage over 100). Open it, correct the discount and save it again.
- **Posting says the invoice has a discount after tax, saved before Tamra 1.85** → a draft from before the update. Open it and save it again: the discount becomes the same discount before VAT, and the VAT goes down with it. Then post.
- **The credit note dialog leaves out the Less advance line** → the advance stays applied to the invoice; credit the other lines.
# Getting paid
Recording customer payments, advances, credit notes, and letting customers pay by card online — and how each of them lands in your books.
An invoice is only half the story; this chapter is the other half. Every way money comes in — a bank transfer you record, an advance received before the work, a card payment the customer makes from a link — ends up in the same place: the invoice's **Payments** tab, the settlement bar beside TRACE, and a journal entry you can open.
## The Payments tab
Open any posted invoice and click **Payments** next to *Lines*. The strip at the top tells the invoice's money story in one line — *Invoice · less advances · Billed · Paid · Open* — and under it every settlement as a row: the payment number, date, method, which account the money went into, the amount, and the journal entry.
Every number is a door. Click a payment to open it in the Payments register; click an advance or a credit note to open that document; click the entry to open the ledger. **Voucher** on any payment prints a receipt voucher you can hand to the customer.
## Recording a payment you received
You received a transfer, cash or a cheque and want the invoice to reflect it.
1. Open the invoice → **Record Payment** (the filled-circle button in the header, or the same button on the Payments tab).
2. Enter the **amount** (part payments are fine, never more than the invoice still owes), the **date** the money arrived (never before the invoice's own date), the **method** (bank transfer, cash, cheque, card, other), the **account** it went into — one of the bank or cash accounts under Banking, or leave it on the company's default bank — and a **reference** — the bank's transaction reference or cheque number is ideal.
3. **Save.** The invoice moves to *Partial* or *Paid*, the settlement bar fills, and the payment appears in the tab with its journal entry.
**Rounded to the currency.** The amount is rounded to its currency's decimals before anything is booked, on a computer and on the phone, for bills too: ¥42,538.99 on a yen invoice of ¥42,539 pays it, and it reads *Paid*. An amount that rounds to nothing is refused: *A payment of JPY 0.4 rounds to nothing: amounts in JPY have no decimals. Enter at least JPY 1.*
**An invoice in another currency.** The amount is in the invoice's currency. Under it the window shows the rate the payment is booked at — the newest rate on file on or before the payment date, or the invoice's own when there is none — and what it comes to in your currency. When that rate is older than the invoice, it says so: add the day's rate first, or, when the bank keeps another currency, check the next field. That field, **Amount received**, appears when the bank's currency isn't the invoice's (an AED bank receiving euros): enter what actually landed. It decides the exchange gain or loss. If a revaluation is already in the books on or after the payment date, the window says to post it again afterwards, or the month's gain counts twice.
Recording, voiding and refunding money needs the right to post invoices, or Bank Reconciliation.
**Money that came before the invoice.** A payment, a receipt run or a refund can't be dated before the document it settles: *a payment can't be dated before its invoice*. Money received earlier is a deposit — record it under **Books → Payments → Advance / deposit**, then apply it to the invoice once it exists. Two payments recorded at the same moment on one invoice both count, and nobody can unpost the invoice while a payment is being recorded on it.
A **credit note** is money you owe the customer, so it is never "collected": New payment, receipt runs and Apply advance list invoices only, and the server refuses a payment received for a credit note (*Credit note … is money you owe the customer*). Apply the credit note to an invoice, or refund it. Each invoice in a receipt run takes what it still owes, after credit notes and any discount after tax.
> Received one payment against several invoices? Record it from **Books → Payments register**, where a single payment can be allocated across many invoices, with any remainder kept on account.
## Payments that arrive on the bank statement
If you work from the bank statement — importing lines or typing them — you usually don't need to record payments by hand at all. In **Books → Bank Reconciliation**, each statement line has a **Reconcile** button: pick the customer's invoice and Tamra records the payment, matches the line, and reconciles it in one step. See **Money in the bank** for the whole flow.
## Advances — money before the invoice
Some customers pay a deposit before the work starts. In the UAE an advance is itself a tax invoice, with VAT due when the money is received, so Tamra treats it that way:
1. When the deposit lands on the bank statement, use **Reconcile → New advance from [customer]**. Tamra creates an **ADV** document, records the VAT, and matches the line. Without a statement line, such as a deposit paid in cash, use **Books → Payments → Advance / deposit → Take a deposit**: it asks what the money is. An *Advance for goods or services* (the default) issues the same ADV with its VAT and records the payment; a *Refundable security deposit* (keys, equipment, a lease) carries no VAT and waits in Customer Advances.
2. When you raise the real invoice, the **Apply Advance** button on the draft shows a count of advances waiting. Apply one and a *Less: advance* line is added, so the invoice bills only the balance and the VAT nets correctly across the two documents.
3. The final invoice's PDF shows the advance, the balance due, and a reference to the advance invoice — what the tax authority expects to see.
The settlement bar counts an applied advance as money already in, and the Payments tab lists it as a row pointing at its journal entry.
**Set against the wrong invoice?** A customer's advance or deposit applied to a posted invoice from **Books → Payments → Advance / deposit** has **Remove** under it on that invoice's Payments tab: the entry that used it is reversed on its own date, the invoice is open again for that amount, and the advance is free to use on another invoice or to refund. It needs the right to post invoices; one used on or before the Books Lock Date stays.
A customer's **credit on account brought in with Move to Tamra** (a negative opening balance) is a receipt on account: **Books → Payments** lists it with method *Other* and the reference *Opening credit*, and **Advance / deposit → Apply existing** uses it on the customer's invoices, as any deposit: **Remove** on the invoice's Payments tab takes it off again, and force unposting the invoice frees it. A vendor's debit balance is a payment on account the same way, used with a bill's **Apply prepayment** and taken off with **Remove** on the bill's Payments tab. It moved no money in Tamra, so the register's *Money in* and *Money out* leave it out and count it as *On account*. Voiding it removes it with its opening entry; to keep a record, reverse that entry in **Journal Entries** instead (see *The books*).
## Letting customers pay by card
Tamra can put a **Pay online** link on any posted invoice. The customer opens it and pays by card, Apple Pay or Google Pay on a secure hosted page; the invoice turns paid by itself within seconds.
### Enrolling your company (once)
**Settings → Integrations → Online payments.** The card walks you through it with a live checklist:
1. **Set up** — readies the two ledger accounts card money needs: *Gateway Clearing* (where it lands, added if your chart has none) and your chart's own bank charges account for the gateway's fee — *Bank Charges & Fees* (6970) in the standard chart. Only when the chart has no bank charges account is *Bank Charges* added. Only people in the company can set up or switch on its card payments.
2. **Switch on** — allows payment links on this company's invoices.
3. **Connect your Stripe** — opens Stripe's secure enrolment. Have to hand your trade licence or registration number, the company bank account (IBAN) for payouts, the ID of an owner or director, and a phone for a verification code. About ten minutes. Card details never pass through Tamra.
4. Back in Tamra the card reads **Connected**. Until then it tells you what is still needed; press **Continue setup** to pick up where you left off.
### Sending a link
On a posted, unpaid invoice: **Send ▾ → Payment link…**, or open the **Payments** tab. Press **Create link**, then **Copy link** to paste it into a message, or **Open** to see the page your customer will see. The link is for the invoice's open amount. A card checkout stays open for **24 hours** — the card gateway's own limit — so the Payments tab shows until when the link works, and once it has closed it asks you to create a fresh one. One live link per invoice — creating a new one retires the old.
When the invoice changes after the link went out — part-paid another way, credited, unposted — the link is **set to close**: the customer's portal stops offering it, and the next link made for the company closes the old checkout at Stripe, so the old amount can't be paid. A link follows the amount due to the fils: a few fils added are enough to close it, so a new link asks the right amount, and a change that leaves what it asks right keeps it open. A link keeps the customer and the invoice number even if the draft invoice is later deleted.
**Send it on WhatsApp**: open the invoice → **Send ▾** → **WhatsApp to customer** (just under **Email to customer**). Tamra shows the message first — the invoice number, the amount, the due date — with the best link it has: the live payment link if there is one, otherwise the customer's portal link. If your company has connected its WhatsApp number (*Setting up a company → WhatsApp*), **Send from** your number sends it with delivery ticks (in Arabic too, for UAE companies), once the customer has agreed; otherwise **Open in my WhatsApp** opens WhatsApp addressed to the customer's mobile or phone number, and you press send. A local number is dialled with your company's country code — *050 123 4567* becomes +971 50 123 4567 for a UAE company, *923 456 789* becomes +244 923 456 789 in Angola. The same **WhatsApp** button also sits beside **Copy link** once a payment link is live.
### What happens when they pay
- The invoice moves to *Paid* (or *Partial* if the link covered only part). Press **↻** on the Payments tab if you are watching it happen.
- Money that arrives is **always booked**, even on a link whose invoice changed: up to what the invoice still owes goes to the invoice, and anything beyond it becomes a **customer advance** you can apply to their next invoice or refund. The payment is dated the day it was made, in your company's time; one dated before its invoice is kept as a customer advance.
- A payment appears in the tab, into **Gateway Clearing**, with its journal entry; the customer receives an emailed receipt.
- The gateway's fee is absorbed — the customer pays the invoice amount, and the fee posts automatically, in the currency Stripe charged it in, to your **bank charges** account (*Bank Charges & Fees* in the standard chart). A company whose fees were already posted to a separate *Bank Charges* account keeps using it, so its fees stay in one place.
- Stripe pays the money out to your bank on its usual schedule. When it arrives on your statement, reconcile it as a transfer from Gateway Clearing to your bank — one click in Bank Reconciliation.
Amounts in **Kuwaiti, Bahraini, Jordanian and Tunisian dinar and Omani rial** go to Stripe in thousandths, and **Icelandic krona and Ugandan shilling** as whole amounts, the way Stripe reads them (a KWD invoice used to ask for a tenth of its amount).
- A payment for a day with no exchange rate on file is booked at the newest rate before it, else at the invoice's own rate: it is never lost. Money paid in **another currency** than the link's is held — nothing is booked, the link says so and the people who work on the invoice are told. A payment that arrives on a day the books are **locked** is recorded on the first open day, and you are told.
- A **dinar or rial** link asks the open amount rounded up to the hundredth a card can charge (KWD 3.884 open: the link asks 3.890); the extra fils wait as the customer's deposit, to apply to their next invoice.
**Refunds and disputes** made in your Stripe dashboard are noted on the invoice's payment link and in the bell for the people who work on the invoice; Tamra doesn't book them by itself. Record a refund with a credit note and its refund, and a lost dispute the same way. For these notes to arrive, the Stripe webhook must send the refund and dispute events (*charge.refunded*, *charge.dispute.…*).
### Customers who use the portal
A customer with a **Customer Portal** link doesn't need you to send anything: every open invoice in their portal has **Pay … online**, which opens a fresh checkout each time they press it. See **The Customer Portal**.
## Credit notes — when you owe the customer
Charged too much, or goods came back? On the posted invoice, **⋯ → Credit note** creates a credit note against it, for the full amount or part. A posted credit note can be **applied to an invoice** (reducing what's owed, on the date you give, never before either document) or **refunded**, on or after the note's date — both from the credit note's own header. A note in another currency set against an invoice at another rate takes each off at its own rate; the difference is a realized exchange gain or loss. A refund goes through even when the rate table has no rate for the day: the note's own rate is used. Applied credits show on the invoice's Payments tab like any other settlement. On an invoice with a discount, the note gives back its share of the discount too (see **Invoices in depth**).
## Undoing a payment
Open the payment (from the Payments tab or the register) and use its header to cancel it. The invoice reopens for that amount, the journal entry is reversed, and the trail stays visible — nothing is deleted. A card payment from a payment link is voided the same way. On an invoice in another currency paid in parts, voiding a payment in the middle and paying again still clears to exactly 0.00. An advance or deposit set against the invoice comes off with **Remove** instead (above).
## Where to look when something doesn't add up
- **The Payments tab** — the invoice's own ledger. If the bar says 80% and you expected 100%, the missing row is here.
- **Books → Payments register** — every payment in the company, filterable by customer, date and method, with allocations, each in its currency's decimals (three for dinars).
- **Books → Bank Reconciliation** — the bank's view; unmatched lines are money the books don't know about yet.
- **Reports → Receivables aging** — who owes what, and for how long.
# The Customer Portal
A private page for each customer — their invoices, statement and documents, a conversation with you, quotation approvals, and paying online — opened from a link, with no account to create.
The portal is a private page for one customer. They open it from a link — no account, no password — and see their invoices, their statement and the documents you've shared, talk to you, approve quotations and pay online. You see what they do.
## Giving a customer access
Open the customer → **Portal** tab. Choose how long the link is **Valid for** — a week, a month, three months, or no expiry — and, if you like, a contact name and their email. Then **Create the link**.
*The link is ready.* **Copy** it into a message, or **Email it**: Tamra sends a short note with an **Open your portal** button.
A link is made only for one of your own customers (or one shared with your company through Data Sharing), and it records who made it. A customer can have several links — one for their accounts team, one for the owner — each with its own expiry. **+30 days**, **+90 days** and **No expiry** extend a link; **Revoke** ends it at once. Links that have ended are counted below the live ones.
## What your customer sees
The portal carries your logo and has six places:
- **Home** — what they owe, what's overdue, and the latest from you. Totals are in your company's currency, each invoice at its own rate.
- **Invoices** — every invoice, advance and credit note, with **Open**, **Overdue**, **Paid** and **Credit notes** filters. Each opens in full and prints on your letterhead with **Print or save as PDF**.
- **Statement** — their running account, the same one you send from Tamra: in your company's currency, refunds and discounts included, and a column with each line in its own currency when any is in another. With search, filters, totals that follow the filter, and **Download CSV**.
- **Documents** — quotations and orders in full; quotations can be approved here.
- **Messages** — the conversation with you.
- **Account** — the details you hold for them.
On a phone, the six sit in a bar along the bottom.
## Paying online
If your company takes card payments (**Settings → Integrations → Online payments**, see **Getting paid**), every open invoice in the portal has **Pay … online**. Each press opens a fresh, secure checkout in a new tab — card, Apple Pay or Google Pay — and pressing again the same day reuses it.
The payment lands exactly like one from a payment link you sent: the invoice turns paid, the fee posts to your bank charges account, and the press shows in the customer's Portal tab.
When online payment isn't possible — switched off, not yet connected, or nothing left to pay — the customer sees **Ask for a payment link**, which sends you a message, and a line about paying by bank transfer quoting the invoice number.
## Approving quotations
A quotation opens in full under **Documents**. The customer types **Your full name**, adds **A note for us** if they like, and presses **Approve** or **Decline**.
An approval confirms the quotation; a decline cancels it. Either way the decision, the name and the time are recorded, and a message appears in your conversation with them.
## Messages
**Messages** is one conversation between the customer and your company — the same one you see on the customer's **Portal** tab under **Conversation**. A message from your side always goes under the name of the person who sent it. Both sides can attach files; pictures open large, links are clickable, and the customer sees *Delivered* and *Seen*. **Enter** sends; **Shift+Enter** starts a new line.
Files you send from **Documents → Send** arrive here too, as file cards the customer can open. A file opens from a fresh link that lasts an hour, and only while the customer's portal link is on: switch the portal link off and its files stop opening too. A customer can attach files up to 15 MB each.
## Keeping an eye on it
The customer's **Portal** tab shows each link with how often it's been opened and when it ends — *opened 3×, last 2h ago · ends in 12 days* — and an **Activity** list of what the customer did: opened the portal, viewed an invoice, pressed Pay, approved or declined a quotation.
## Common questions
**Does the customer need an account?** No — the link is the key. Treat it like one: send it only to the right person, and revoke it if it goes astray.
**Can a customer see another customer's invoices?** No. A link opens exactly one customer's portal.
**Can a supplier have a portal?** Not yet — the portal is for customers.
## If something goes wrong
- **The customer says the link doesn't work** → it expired or was revoked. Extend it, or create another.
- **There's no Pay button** → online payments aren't switched on or connected for the company, or the invoice is already settled.
- **A customer isn't getting the email** → check the address on the link; **Email it** again, or **Copy** the link and send it yourself.
# Buying
The purchase journey — requests for quotation, purchase orders, receipts, vendor bills with three-way match and landed cost, debit notes, vendor advances, and paying bills in one run.
The purchase side mirrors the sales side: a **request for quotation** goes to vendors, the best quote becomes a **purchase order**, the goods arrive as a **receipt**, the vendor's invoice is entered as a **bill**, and **Pay Bills** settles them. As on the sales side you can start anywhere — many bills are entered straight from the supplier's invoice with no order behind them — and **TRACE** shows the chain.
## Requests for quotation
**Purchase → RFQs → New RFQ.** An RFQ has a **title**, a **deadline** for quotes, the **vendors** you're asking, and **lines** — products or free text, quantities, units, and an optional **target price** per line: your own expectation, never shown to vendors, that the comparison later marks each quote against.
| Status | Meaning |
|---|---|
| **Draft** | Being prepared. |
| **Sent** | Emailed to the vendors (**Send** does it, one email per vendor; **Send drafts** from the list sends several). |
| **Quoted** | At least one vendor's quote has been entered. |
| **Awarded** | You chose a winner. |
| **Closed (PO)** | A purchase order was created from the award. |
| **Cancelled** | Withdrawn. |
### Entering and comparing quotes
Vendors reply by email or phone; you record each on the RFQ's **Quotes** tab: the vendor's quote number, received date, valid-until date, currency and rate, line prices, lead time, payment terms, notes, and an attachment of their document. The comparison lays quotes side by side, marks prices under or over your target, and totals each. **Award** picks the winner; **Convert to PO** creates the purchase order with the awarded prices. Losing quotes stay on the RFQ for the record.
## Purchase orders
**Purchase → Purchase Orders**, or from an RFQ award. Vendor, order date, **expected delivery**, currency, lines.
| Status | Meaning | Header action that gets there |
|---|---|---|
| **Draft** | Editable. | — |
| **Confirmed** | Sent to the vendor; committed. | **Save & Confirm** (or **Confirm drafts** from the list) |
| **In Transit** | The vendor says it's on its way. | **Mark In Transit** — optional, for visibility |
| **Received** | Every line of goods has arrived — or the rest of it was closed. | **Create Receipt** → validate the receipt |
| **Billed** | The vendor's bill is entered. | **Create Bill**, or **Mark Billed** when the bill was entered separately |
| **Cancelled** | Withdrawn, before anything arrived or was billed. | ⋯ → Cancel PO |
**Send ▾** prints or emails the PO to the vendor. **Create Bill** offers two ways: **bill received quantity** (the normal case — only what has arrived) or **bill full PO** for advance billing when the vendor invoices before delivery; a line whose rest was closed bills what came either way. **⋯** holds *Duplicate*, *Cancel* and *Delete* (drafts only). Once anything has arrived, or a bill is posted, the order isn't cancelled — what came stays received and billable — so *Cancel* gives way to **Close the rest** (in the list's ⋯ too): the goods still owed won't come, and the order finishes at what arrived. When nothing has arrived but a bill is posted on the order — goods billed ahead, or a forwarder's freight under **Landed cost for** — there is no rest to close either: **Cancel** and **Close the rest** name that bill. Unpost it (Purchase → Bills), then cancel the order; to keep the freight, pick another order under *Landed cost for* on the bill and post it again.
### What has arrived, line by line
Each line counts what arrived for it, in its own unit: a line of 1 carton of 24 with 12 pieces in reads **Received 0.5** (*= 12* under it), and the order is not received until the other half comes. The same product on two lines counts for each line. Services and lines without a product don't go through the warehouse: they count as received with the goods (a PO of services only has nothing to wait for).
When goods are still owed and no receipt is open for them, a strip above the lines says so, with two doors:
- **Receive the rest** — makes a receipt for what is owed (the header's button says the same).
- **Close the rest…** — the goods aren't coming: each line is finished at what arrived, any open receipt lines for them are cancelled, and the order can be received and billed. Add a note if you like.
A line whose rest was closed — by **Close the rest**, or by validating a receipt without a backorder — shows *rest closed* under its received figure, and the strip offers **Reopen the rest…**: the goods are expected again and a receipt is made for them. Cancelling the receipt that closed a line opens its rest again, and so does correcting a receipt until nothing has come on the order. Closing needs the *Purchase orders — edit* right.
A line billed for more than arrived — billed ahead with *bill full PO*, then its rest closed — says so on the strip: *Already billed for 4 Gadget that won't come*. Goods received not billed holds the difference until it is settled (the health check shows it on the order): if the bill isn't paid yet, unpost it and bill what came; otherwise settle it with the vendor.
What arrived and what was billed keep 8 decimals in the line's unit, so part cartons bill to the cent: 13 pieces of a carton of 24 at 240 is 0.54166667 of a carton, billed at 130.00 — exactly what the receipt booked.
## Receipts
Created from a confirmed PO with **Create Receipt**; found under **Inventory → Receipts** and from the PO's **View Receipt**. Enter the quantities actually received (short deliveries are normal — with *Create backorder for missing qty* ticked the rest waits on a backorder; unticked, the rest of each short line is closed on the PO, as above), lot or serial numbers for tracked products (a product with serial numbers comes in whole pieces), and **Validate**. Stock goes up in the warehouse and, for stockable products, the value is booked to inventory at the PO's net price per piece — after the line's discount, in your currency at the PO's exchange rate, a carton's price shared over the pieces in it — against **Goods Received Not Billed** — the liability that says "we have this, the bill is still coming." That's the first leg of the three-way match.
More came than ordered or billed? The dialog says where the extra goes before you validate: on an order's receipt it comes into stock at the order's price and waits in Goods Received Not Billed until the supplier bills it; on the receipt of a bill typed without an order, the bill doesn't cover it, so it comes into stock at the bill's price and its value is posted as a price variance.
## Vendor bills
**Purchase → Vendor Bills → New**, from a PO's **Create Bill**, or from an inbound e-invoice. Vendor, **bill date**, **due date** (from the vendor's terms), currency and rate, the vendor's own **reference** number, lines.
| Status | Meaning |
|---|---|
| **Draft** | Editable; not in the books. |
| **Posted** | In the books, unpaid. |
| **Partial** | Part of it settled — paid, or set off by a debit note or an advance. A dinar bill with a few fils still open stays here, and in Pay Bills. |
| **Paid** | Settled to the last fils, by payments, debit notes or advances. |
| **Cancelled** | Voided. |
### Link to PO
A new bill can start from an order: pick it in **Link to PO** and its lines come in with what is left to bill on each (ordered less already billed, or received when the rest was closed), the order's VAT and each product's expense account. The bill keeps the order. The goods came in on the order's receipt, so posting the bill makes no receipt of its own; an order with nothing left to bill says so.
### Three-way match
When a bill comes from a PO, Tamra lines up three things — what you **ordered**, what you **received**, and what you're **billing** — and flags any line where the billed quantity exceeds the received quantity or the unit price differs from the PO. A mismatch is flagged, not blocked: you can approve it knowingly, and the flag stays on the bill. The (i) link *What is three-way match (and GRNB)?* on the bill explains it in place.
### Where the cost goes
For stockable lines the cost was already booked to inventory at receipt; posting the bill clears Goods Received Not Billed against **Accounts Payable**, at exactly what the receipt booked. An order received in parts and billed once clears to 0.00: the fils left by rounding each receipt go to price variance. So does a bill typed without an order whose goods come in parts: the receipt that completes it sends the fils to price variance. A bill at a different exchange rate from the PO's: that part goes to exchange gain or loss. A bill at a different price: the difference goes to price variance — or, if *Settings → Company → Inventory price variance* is on, the share still on the shelf goes into its value. A standard-cost product always stays at its standard, so its difference always goes to price variance. A bill with no PO behind it values its goods the same way, at the bill's own price and rate. The account on a line therefore matters only for **service and expense lines** — rent, subscriptions, freight — which post to that account directly. Tax input is recorded per line. A bill in another currency books each line at its rate and the VAT at its own amount; a cent or two left over by converting line by line goes to Rounding Differences.
### Landed cost
Freight, customs duty, insurance, handling — costs that aren't the goods but are part of getting them onto the shelf. Open a line's costing drawer and tick **Landed cost**: instead of expensing the line, Tamra shares it over the goods on the linked PO by their value, so each unit's cost reflects the true cost. Buy 100 units for 2,500 with 300 freight ticked as landed and each unit now costs 28, not 25; sell one and the fuller cost flows to cost of goods sold. Where the goods are decides where their share goes: **on the shelf**, their value rises; **not received yet**, the share waits in Goods Received Not Billed and joins them when they arrive; **already sold**, it goes to the freight line's own account, since no stock is left to carry it. A standard-cost product stays at its standard and its share goes to price variance. Leave it unticked for ordinary expenses.
A freight forwarder's or customs broker's bill isn't from the goods' supplier: on such a bill (landed-cost lines and no line from an order), **Landed cost for** picks the order its costs are for, whatever the supplier. A landed-cost line on a bill with no order isn't posted: pick the order, or untick *Landed cost* to post the line as an expense. If an order line is closed before its goods come, the freight waiting for them joins the goods that came, or goes to the freight line's own account.
### Tax-inclusive prices
A switch on the editor for suppliers whose prices already include VAT; Tamra backs the tax out so totals match the supplier's document. A line whose VAT rate is set as included in the price keeps the price as typed and books the amount before VAT: 105 with 5% included is 100 of cost and 5 of VAT, 105 payable. A line discount counts as soon as it's typed.
### VAT you can't recover, and the reverse charge
Two rates on a bill line change what posting does with the VAT (**Settings → Tax**; a UAE company has both):
- **Standard Rated (5%), not recoverable** — for VAT the law doesn't let you claim back (Executive Regulation Art. 53: client entertainment, a car for personal use and the like). The bill still shows the VAT the supplier charged, but posting books it as part of the cost, to the rate's own account if it names one, else the line's account (a stock line's goes to the default expense account, so the goods keep their cost), not to input VAT. The VAT return leaves it out of Boxes 9 and 13. A rate of your own can keep only a share as not recoverable.
- **Reverse Charge (5%)** — for a supplier abroad, whose invoice carries no VAT. The line shows no VAT and the bill's total has none; under the totals the editor shows *Reverse charge: VAT you account for*. Posting books that VAT both as due (output) and as recoverable (input), so it usually nets to nothing, and the VAT return puts it in Boxes 3 and 10. A purchase order adds no VAT for it either. A bill saved with VAT on a reverse-charge line is refused at posting until you open it and save it again.
A debit note on such a bill takes back its share of both, on a bill in another currency too, and a debit note with a free line posts. Once a rate is on posted bills, its share and its reverse charge can't change: add a new rate for a new treatment. An expense claim can use the not-recoverable rate but not the reverse charge: enter a supplier abroad's invoice as a bill.
### Posting and after
**Save & Post** posts the bill: it takes its **BILL-** number, the journal entry is written, the fields lock. A bill whose lines, with their VAT, don't come to its total is refused (*Bill … doesn't add up*): open it, check the lines and save it again. Once posted, a bill changes only through Unpost, payments and debit notes, and an edit saved while someone posts it doesn't change what was posted. Adding or changing a bill needs the bill *create* or *edit* right, deleting a draft *delete* — on the screen or any other way. A bill from an order can't bill goods another bill already took: two bills for the same 6 received units are refused at posting (*The order's "…" is billed already*), and a second draft from the order starts with what the first draft doesn't hold. Then the header follows its life — **Record Payment** while something is open (in the bill's own currency: a USD bill is paid in USD, with the AED it comes to shown under the amount; what is open is after payments and debit notes) (bank transfer, cheque, cash, card, or **Mobile or online**, which the books keep as an online payment), **Send ▾** (print, email the vendor), and **⋯** with **Unpost** (nothing paid yet, and no debit note set against it) and **Apply Advance** when the vendor holds one of yours. The **Payments** tab shows every settlement — payments, advances applied, debit notes offset — and the small bar beside TRACE shows the settled share. **Remove**, under an advance there, takes it back off a bill it was applied to by mistake: the entry that applied it is reversed on its own date, the bill is open again for that amount, and the advance can be applied to the right bill. It needs the right to post bills; one applied on or before the Books Lock Date stays. Paying a bill needs the right to post bills, or Bank Reconciliation.
A bill with a debit note set against it isn't unposted: the message names the note. Correct the bill with another debit note for what it billed too much, or a new bill for what it left out. **Archive** (the list's ⋯) hides a settled bill; a bill or debit note with money still open can't be archived, since it would drop out of the Bills total and the phone's payables while the books still owe it. Archiving and unarchiving need *Bills — edit*.
## Debit notes
When the vendor owes *you* — goods returned, an overcharge — raise a **debit note** from the posted bill's header (**Debit Note**), for all of it or selected lines. A line with a discount is debited at its net price, as the bill charged it (4 of a line at 10 less 10% is 36.00); the dialog shows the discount beside the line. A line priced **VAT included** is debited at its price before VAT, so a 105.00 bill gives back 105.00 (100.00 and 5.00 VAT), not 110.25. With goods returned, they go back from the warehouse they arrived in. Post it, then on the note's own header either **Apply to bill** (reduces what you owe) or **Record refund** (the vendor pays you back; recorded as money in, dated on or after the note). The bill's Payments tab shows the offset as a settlement. The **⋯** menu on a debit note in the bills list offers the same two. Debit notes that between them take a whole line — one with recoverable VAT, or none — take exactly that line and its VAT: the last one takes what is left, so the bill settles to the fils (three notes of 1 on a line of 3 × 294.525 come to the line's 883.58, not 883.59). The **Debit Note** window shows that amount, and a fixed asset bought on the line comes down by exactly as much. On a line with VAT you can't recover, or a reverse charge, each note is rounded on its own. A debit note is never paid: **Record Payment** isn't offered on one, Pay Bills and payment runs leave debit notes out (the server refuses them: *Debit note … is money the vendor owes you*), and a supplier advance pays bills, not debit notes. A debit note posts from its bill only — a draft one has no Save & Post — and once it is set against its bill, or sends goods back, it can't be unposted: to undo it, enter a new bill for the same items.
## Costs you charge on to a customer
On a bill line, expand the line and tick **Rebill to customer**, then pick the customer and an optional markup. On a draft invoice for that customer, **Uninvoiced Bills** lists the bill: click it and its lines come in at the bill's price plus the markup, in the invoice's currency (a USD cost on an AED invoice comes in at its AED value). Each comes in at your normal sales VAT, not the bill's purchase rate: a cost charged on is part of what you supply. A true disbursement, paid in the customer's name and passed on at cost, can be set to Out of Scope on the draft. Posting the invoice marks the bill invoiced; until then the bill stays on the list, and a draft made from it can be deleted. A bill's costs go on one invoice per customer: a second one is refused unless credit notes fully reversed the first.
## Vendor advances
You paid a supplier a deposit before the bill. From the bank statement line, **Reconcile → New advance to [vendor]**: Tamra records an outbound payment to **Advances to Suppliers**, and matches the line. When the bill arrives, **⋯ → Apply Advance** on the bill lists the vendor's open advances; applying one, on the date you give, allocates it against the bill and releases the advance, and the bill shows *Partial* or *Paid* as if paid in money. Applied to the wrong bill, it comes off with **Remove** on that bill's Payments tab. Until it is applied, the vendor's statement shows the advance as money the vendor holds for you.
## Paying bills
**Purchase → Pay Bills** is for paying many bills at once: filter by vendor or currency, tick the bills (edit the amount on any for a part payment; each starts at what is open after debit notes), choose the **bank account** (one of the bank or cash accounts under Banking; the default bank is picked when it is clear), the **payment date** (never before a bill's own date: money paid earlier is a prepayment — record it under **Books → Payments → Advance / deposit**, then apply it to the bill) and an optional **reference**, and run. Tamra makes **one payment per vendor**, allocates it across that vendor's ticked bills, posts the entries, and marks the bills partial or paid. Each payment then has a voucher and appears in the Payments register. A bill in another currency paid in parts clears to exactly 0.00, also when a payment in the middle is voided and paid again. If the page says *No bank account set up*, add one under Books → Reconciliation first.
## Purchase dashboard and reports
**Purchase → Dashboard** — spend this period, open payables, top vendors, orders awaiting receipt or bill. Spend and payables are counted as Aged Payable counts them: a debit note takes off spend, what it took off a bill isn't owed, and one not yet used is owed to you; every bill is read, not the first 1,000. **Purchase → Reports** — *Purchases by Period*, *Spend by Vendor*, and *A/P Aging* (what you owe, by age), with the same period presets as Sales and export.
## Common questions
**The vendor's bill has a line that wasn't on the PO.** Add it to the bill; the match flags the line as unmatched and you approve it. Freight and handling are the usual case — consider ticking landed cost.
**We received 80 of 100 ordered.** Receive 80; the PO stays *Confirmed* for the remaining 20 and a second receipt closes it. Bill the received quantity.
**The vendor invoiced before shipping.** Create Bill → *bill full PO (advance billing)*. The receipt later clears against it.
**Do I need RFQs and POs?** No. Enter bills directly when there's no order. The chain earns its keep when several people buy, or when receipts and bills arrive at different times.
**A bill's due date is wrong.** It came from the vendor's payment terms; change it on the bill before posting, and fix the vendor's terms.
## If something goes wrong
- **Post refuses on a bill from a PO** → a line bills more than was received; receive first, or bill the received quantity.
- **Posting says the bill doesn't add up** → its lines with their VAT don't come to its total. Open it, check the lines and save it again.
- **Unpost is refused: a debit note is set against the bill** → correct the bill with another debit note, or a new bill for what it left out.
- **Unpost is refused: an exchange revaluation revalued the bill** → the revaluation is still in the books. Reverse it on **Multi-Currency → Revalue** (pick its date, **Reverse it**), unpost, then revalue that date again — or enter a debit note instead.
- **Cancel or Close the rest names a bill to unpost** → nothing has arrived, but that bill is posted on the order. Unpost it, then cancel the order.
- **"A payment can't be dated before its bill"** → the money went out before the bill's date: record it as a prepayment under Books → Payments → Advance / deposit, then apply it to the bill.
- **Archive is refused: money still open** → pay the bill, or settle it with a debit note, first.
- **Link to PO says everything on the order is billed already** → its bills cover every line; open them from the order, or start the bill without the order.
- **The bill's expense account shows a stockable item** → correct; stockable lines route to Goods Received Not Billed automatically, and the account on the line is ignored for them.
- **Posting says the bill has no exchange rate** → it's in another currency with no rate; add the rate under **Settings → Exchange Rates** or type it on the bill, then post.
- **Saving says a line has an amount but no description** → give the line a description (or pick a product), or remove it; Tamra won't drop a priced line silently.
- **Pay Bills shows a bill twice** → it's in two currencies' views; filter by currency.
- **An advance doesn't appear on Apply Advance** → it was recorded to a different vendor, is already applied, or isn't confirmed. Check the vendor's page.
- **The receipt validated but stock didn't move** → the product is a consumable or service, which carry no stock.
# Money in the bank
Bank and cash accounts, entering or importing statements, the reconciliation workbench — matching, applying payments, transfers, foreign currency, advances, bank charges, unmatching — and closing and reopening periods.
Your books and your bank rarely agree to the cent on any given day, and that's normal. **Reconciliation** is the routine that explains every difference so you can trust both numbers — and in Tamra it is also where most customer receipts and supplier payments get recorded, because the bank line is the truth and the booking follows it. It lives under **Books → Reconciliation**.
## Bank and cash accounts
Every bank account you reconcile is a **bank account** record with a name, the bank, a currency, and the ledger account behind it (created for you under the *Default Bank Parent* from Account Mapping). Cash is a bank account too — a till, petty cash — reconciled the same way against a cash count. Foreign-currency accounts keep their own currency; the books value them in base at the stored reference rate. Adding, archiving or deleting a bank account needs **Account Mapping**, since it decides where money is booked; changing a bank account's details tells the company's Super Admins.
A bank's **opening balance** is posted against Opening Balance Equity on its opening date. When the opening trial balance from Move to Tamra already holds that ledger account (it was imported before the bank was set up), only the rest is posted — nothing when they agree — so the balance is never in the books twice; the trial balance always leaves the default bank and cash accounts, and their headings, to this step. The ledger account behind a bank is made in the same step as the bank, so a refused save leaves nothing behind. Picking an existing one instead, it has to be an **asset** account that isn't already doing another job (receivables, stock, input VAT, supplier advances, goods received not billed, accumulated depreciation). A bank with nothing booked to it can be **deleted** (typing its name to confirm); one with history is archived instead.
**These are the accounts money moves through.** Every payment screen — New payment, Pay Bills, a bill's or an invoice's Record payment, advances, refunds, the phone — lists the bank and cash accounts registered here, by name, banks first, and picks one for you only when the choice is clear: the default bank in Account Mapping, or the only bank there is. The card gateway's clearing account isn't offered (card money is booked there by the payment service), and neither are headings or other ledger accounts. The server holds to the same rule: a payment through any other account is refused with *… is not one of this company's bank or cash accounts*. The bank and cash accounts set in Account Mapping count too, registered or not.
## The workbench
Pick a bank account at the top. The screen has two halves:
- **Statement** — the bank's lines for the current period, newest at the top, with the **opening balance** at the bottom and the **closing balance** above the lines. An **add row** sits at the top for keying lines in.
- **Books** — what the ledger has for the same account: entries that are matched, and three kinds that aren't — **Outstanding** (booked, not yet on a statement: a cheque you wrote), **In transit** (a deposit recorded, not yet landed), and **Not booked** (on the statement, unknown to the books: charges, interest).
Between them the **difference**. Reconciliation is done when it reads zero and every line is matched. The (i) link *How does bank reconciliation work?* explains the idea in place.
## Getting the statement in
**Import or key in a statement**: import a CSV from your bank (date, description, reference, amount — signed, or separate in/out columns; the importer maps them), or type lines into the add row: date, description, reference or cheque number, and the amount as money in or money out. Press Enter to save the line. A saved line can be edited (date, description, reference, amount) or deleted while unmatched.
Statements are **periods**: a period has an opening balance (the previous closing), its lines, and a closing balance. Lines dated inside a closed period are refused; a line dated after the last close starts the next period automatically.
A statement has to **add up**: opening balance + its lines = closing balance. While you import, Tamra shows the sum as you go — *Opening 36,307.00 + 3 lines +5,837.50 = 42,144.50* — and says so if the closing balance you entered doesn't agree, because a missing or mistyped line is far easier to find now than at the month end. Leave the closing balance empty and it is worked out from the lines. Every line must be dated inside the statement's period (the period fills itself from the lines' dates when you leave it empty).
**The same file twice is safe.** A line that is already on the account — same date, amount, description and reference — is left out, as many times as it is already there, so an overlapping download adds only what is new while two genuine identical charges on one day both come in. After an import Tamra says what happened: *12 lines imported · 5 matched automatically · 3 already on the account were left out*. Lines match automatically to an entry on this account for the same amount (in the account's own currency) within five days.
## Matching a line
Every unmatched line has a **Reconcile** button, showing a count when Tamra has found likely matches. Press it and the line opens with candidates:
- **money in** → the customer's open invoices (and advance invoices), with the customer guessed from the description;
- **money out** → the vendor's open bills, unpaid expense claims, and, for anything else, a ledger account.
Pick one and Tamra does two jobs at once: it **records the payment** (marking the invoice or bill part- or fully paid and clearing receivables or payables) and **matches the line**. You don't have to apply the whole amount to one document: pay part of a large invoice, or come back and apply the same deposit across several until the line's *Remaining* is zero. A 2 % tolerance absorbs bank fees on the difference. *How does applying a payment work?* on the screen walks through the example. What an invoice is owed is what is really left on it — credit notes applied (and on a bill, debit notes) come off. A line dated before the invoice or bill can't pay it, since a payment is never dated before its document: take it as an advance (**New advance from [customer]**, or **to [vendor]**) and apply it once the document is there.
A line can only be matched to a **posted** entry on **this account's own ledger account**, going the same way (money in with money in), that hasn't been reversed — and never for more than the entry is: one receipt can be split across two bank lines, but the two parts can't add up to more than the receipt. The other way round works too: **one bank line can clear several entries** — a batch debit paying three bills, a deposit slip with five cheques, a transfer and its fee. Reconcile suggests entries smaller than the line, marked *part of this line*; each takes what it covers (*Matched 1,200.00 — 800.00 left*) until *Remaining* is zero. Two people (or a double click) can't match the same line twice: each change waits for the one before it.
### Wrong direction
Keyed a receipt as a payment? *Flip to money in / money out* on the line corrects the sign without re-entering it.
### Bank charges, interest, and other one-offs
For a line that is not a customer or vendor at all, choose a **ledger account** (bank charges, interest income, a loan) — Tamra writes the journal entry for you and matches the line. On money out, **VAT included** splits the amount at the rate you pick: 105.00 of card fees at 5 % is 100.00 to the fees account and 5.00 to input VAT (a share you can't recover stays a cost), and the VAT return counts it as a purchase, under *Bank line*. **⋯ → Add journal entry** does the same with full control over the lines. On a line that is already part-matched, the entry is for what is left on it. A bank or cash account can't be the other side — money between your own accounts is a transfer.
### Transfers between your own accounts
A transfer moves your money from one account to another — not income, not an expense. On the line, **⋯ → Transfer between accounts** and name the other account: on a money-out line this account sends, on a money-in line it receives, and the transfer is posted and the line matched in one step. The line on the other account's statement matches to the same transfer: **Match Existing Transfer** lists the transfers going that way for that amount that aren't matched on that side yet. Same currency: the amounts agree and there's nothing more to it. Different currencies: enter what actually arrived (or left) in the other currency — the actual rate is never exactly the books' reference rate, and the small gap posts automatically as **FX gain or loss** — *How do transfers — and FX — work?* has the worked example. A transfer matched to a bank line can't be voided; unmatch it first.
### Unmatching
**Unmatch** takes the line back to unmatched and undoes **only what the line itself created** — the payment it recorded against an invoice or bill, the entry it wrote, the advance, the transfer. Something recorded elsewhere first (a receipt entered in Payments, say) stays exactly as it is; only the link goes.
While the date of what it created is in open books it is removed, and the invoice, bill or expense claim goes back to what it was owed — exactly as **Void** on the payment would leave it, to the fils (rounding included), and a bill archived after it was paid comes back into the list. When the books are locked for that date (the *Books Lock Date* in the company's settings), nothing in the locked period is touched: the payment is marked **cancelled** and a **reversing entry** is posted on the first open day, so the books still tell the whole story. Tamra says which it did — *Statement line unmatched. Payment PAY-0231 removed (INV-0412 reopened).* or *… Payment PAY-0231 reversed by JE-0412 (INV-0412 reopened).* A supplier advance already applied to bills must be taken off them first (**Remove** under it on the bill's Payments tab); one side of a transfer whose other side is matched must be unmatched there first.
### Foreign-currency accounts
On a USD account, matching an invoice in AED shows the invoice's amount **converted to the bank's currency** at the rate for the date, so what you accept is what the bank shows; the difference posts as FX gain or loss. If no rate exists for that date Tamra refuses rather than guess — add the rate first. An entry on a foreign account dated before its currency's first rate on file no longer stops the bank cards and the workbench from opening; when it has no amount in the account's currency, the card counts it as nothing until a rate for its date is added.
### Advances from the statement
A customer's deposit before any invoice: **New advance from [customer]** on the line creates the advance invoice, records the receipt and matches — see *Invoices in depth*. A deposit you paid a supplier: **New advance to [vendor]**.
### Rules
Recurring lines with recognisable descriptions — bank charges, a subscription, salary transfers — can be matched by **rules**: a pattern in the description and the account or partner to book it to. **Apply rules to unmatched lines** runs them over the current period.
## Closing a period
When the difference is zero and nothing is unmatched, **Close Period**. The dialog shows the reconciliation as Tamra works it out from the statement lines and the books — nothing in it is typed in, and it is exactly what is saved with the period:
| In the dialog | What it counts |
|---|---|
| **Bank statement** on the last day | the opening balance and every line up to that day |
| + money in the books, not on the statement yet | deposits in transit |
| − money out in the books, not through the bank yet | cheques and payments not yet presented |
| **Bank, adjusted** | |
| **Books** on the last day | every posted entry on the account's ledger account |
| + money in on the statement, not in the books yet | receipts not yet recorded |
| − money out on the statement, not in the books yet | charges, fees not yet recorded |
| **Books, adjusted** | |
A statement line matched only in part counts in those rows for what is still unmatched on it, and the summary counts it as open until it is fully matched — the same way the close check sees it.
The two adjusted figures agree when everything is explained, and the **difference** is zero. The period can't close while a line in it isn't fully matched, while there is a difference, or while the bank's own closing balance doesn't agree with its lines (a line missing, doubled or mistyped). **Close anyway, with a note** overrides that for a genuine edge case — the note saying why is required and saved with the period. (It used to be called *Force close*.)
The **opening balance** — what the bank held before its first statement — and anything dated before the first statement count as already on the statement, so a fully matched first month closes at zero. Exchange revaluation entries are the books' own and are left out of matching. Editing or deleting one line moves the statement's closing balance by that line's change only, and clearing the unmatched lines takes their amounts off it.
Closing **freezes** the period: its lines can't be added, edited, deleted, matched or unmatched, and the payments and entries matched to them can't be deleted elsewhere either — so the agreement you reached stays put. It's the audit checkpoint.
Entries dated in a closed month can still be posted from other screens (a back-dated receipt, a transfer); the **Books Lock Date** is what stops that. When the book balance of the last closed month has changed since it was closed, the workbench says so — *The book balance at 30 Sep was 600.00 when the month was closed and is 6,130.00 now* — so you can reopen it and look. The opening balance can't be changed once a month is closed.
**Reopen** undoes a close, requires a reason, and is logged; reopen the latest closed period first, and close a reopened period again as itself before closing a later one. **Start next statement** opens the following period with the closing balance carried over as its opening. **Reconciliation history** lists every closed period for the account with its balances and who closed it.
## Payments register
**Books → Payments** is every payment in the company regardless of how it was recorded — from an invoice, a bill, Pay Bills, reconciliation, POS — with direction, method (bank transfer, cash, cheque, card, online, other), partner, account (the bank's name, or the ledger account's code and name), amount, base amount and rate, status (draft, confirmed, cancelled), and whether it's reconciled. Open one for its allocations and journal entry; **Voucher** prints the receipt or payment voucher; **Void payment** removes the payment and its journal entry and reopens whatever it settled (to keep a record of the money coming back, record a refund instead): an invoice goes back to *Partial* or *Sent*, a bill to *Partial* or *Posted*, and a refunded credit or debit note gets its credit back. An advance already applied to invoices or bills can't be voided: take it off them first with **Remove** on their Payments tab. A card payment from a payment link is voided like any other. On a document in another currency paid in parts, voiding a payment in the middle leaves no fils behind once the rest is paid. Amounts show in each currency's decimals (three for dinars). *Export selected* gives you the rows for the auditor.
## Cash flow
**Books → Cash Flow** shows money in and out by period — operating, investing and financing where you've classified accounts — built from the same payments and bank entries, so it agrees with the bank by construction.
## Common questions
**The bank shows a deposit I can't find an invoice for.** Match it to the customer as an on-account payment (it waits on their account for allocation), or as an advance if that's what it is. Never leave it unmatched to make the difference vanish.
**A cheque we wrote hasn't cleared for weeks.** It stays *Outstanding* in the Books panel across periods until the bank line arrives. That's correct; the difference explains it.
**We have two years of unreconciled history.** Start from a date you can agree with the bank: enter that day's balance as the opening balance, reconcile forward from there, and leave history as it is.
**Can two people reconcile the same account?** Yes. Each change to a line waits for the one before it, so the same line is never matched twice, two lines can't overpay one invoice, and the same file imported twice at the same moment comes in once.
**Petty cash?** A cash account, reconciled against the count; expense claims paid from it match here too.
## If something goes wrong
- **Reconcile shows no suggestions** → the partner isn't recognised from the description; search the invoice or bill by number in the counterpart box.
- **The difference isn't zero and everything is matched** → an opening balance is wrong (the previous period's closing) or a line was matched to the wrong amount; check *Reconciliation history* and the last closed period's closing balance.
- **A line can't be edited** → its period is closed; reopen with a reason, fix, close again.
- **"Missing rate" on a foreign-currency match** → Settings → Exchange Rates for that date.
- **A transfer shows on one account only** → the other account's statement line isn't entered yet; when it is, match it to the same transfer.
- **"The statement doesn't add up"** → opening + lines doesn't reach the closing balance you entered: a line is missing or mistyped, or a balance is. Fix it, or clear the closing balance to have it worked out.
- **"Every line in this file is already on the account"** → the file was imported before; nothing was added.
- **Deleting a payment says it is matched to a bank line in a closed reconciliation period** → reopen that period first (with a reason), then delete, then close it again.
- **Unmatch is refused for an advance** → it has been applied to bills or used on an invoice; take it off those first with **Remove** on their Payments tab.
- **Reconcile refuses: "a payment can't be dated before its invoice"** (or bill) → the money moved before the document's date. Use **New advance from [customer]** (or **to [vendor]**) on the line, then apply the advance to the document.
# Books
The accounting behind everything — journal entries, the chart of accounts, ledgers and aging, the financial reports, fixed assets and depreciation, the VAT return, budgets, multi-currency, the audit trail, and closing periods.
Every invoice, bill, payment, receipt, delivery, expense claim, payroll run and POS session in Tamra writes a **journal entry**. **Books** is where those entries live and where they add up into statements. If the other chapters are about running the business, this one is about proving it. Most people open Books for three things: a report, a manual entry, and the month-end.
## The map
The Books menu is grouped:
- **Journals & ledger** — Journal Entries, Chart of Accounts, General Ledger, Reconciliation.
- **Receivables & payables** — Payments, Partner Ledger, Aged Receivable, Aged Payable.
- **Reports** — the hub: Profit & Loss, Balance Sheet, Trial Balance, Cash Flow, Changes in Equity, Budget vs Actual, Executive Summary, General Ledger, Audit Trail, Tax Returns, VAT audit file.
- **Fixed assets** — Assets, Asset Dashboard, Asset Categories, Depreciation Runs.
- **Planning & setup** — Budgets, Multi-Currency, Products (accounting view), Audit Trail.
**Dashboard** and **Executive Summary** open with the numbers a manager wants first: revenue and expenses this period against last, cash, receivables, payables, and the trend.
## Journal entries
**Books → Journal Entries.** Every entry has a number (**JE-**), a date, a currency, a reference, a narration, and lines — each with an account, a debit or a credit, an optional partner, and for foreign-currency entries the amount in that currency and the rate. Debits must equal credits; the editor won't post otherwise.
| Status | Meaning |
|---|---|
| **Draft** | Saved, not in the books. |
| **Posted** | In the books; locked. |
| **Cancelled** | Voided; kept for the trail. |
The **Source** column says what made the entry — *Manual*, *Invoice*, *Bill*, *Credit Note*, *Payment*, *Expense*, *Stock Move*, *POS Order*, *POS Session*, *Payroll Run*, *Mfg Order*, *Reversal* — and **View source document** opens it. Automatic entries are corrected from their source document (unpost the invoice, void the payment), never by hand.
**Manual entries** are for what no document covers: accruals, prepayment releases, loan interest, corrections between accounts. Write a narration a stranger would understand. **Post** locks it; **Reverse** creates the mirror entry dated today (the standard way to undo an accrual next month); **Unpost** returns a manual entry to draft when nothing depends on it. **Post drafts** from the list posts several at once. Posting, unposting and reversing need **Journal Entries post**. Journal Entries reverses and unposts manual entries; it also reverses what **Move to Tamra** brought in without a document of its own — the opening trial balance, and a customer's or vendor's opening credit. Those are reversed on their own date, the day before the cut-over, so the opening position is corrected and this year's figures don't move: import the corrected trial balance, or bring the right balance in, as at the same day. While that day is on or before the **Books Lock Date** they can't be reversed: move the lock back in Accounting Basics (a reason is asked), reverse, bring the corrected one in, and lock again. A bank set up after the trial balance gets its whole opening balance back when the trial balance is reversed; an opening credit used on an invoice or bill is taken off there first (its Payments tab, Remove). An invoice's, bill's or payment's entry is changed from its document. An entry that was ever posted isn't deleted: reverse it.
**Who reads the books.** Journal entries and the ledgers need **Journal Entries view**, and the reports **Financial Reports view**. A line that names a staff member — an expense claim, pay — shows who and what only to people who see everyone's claims or payroll, and to that person; its amount is always there, so the ledger adds up. The entry of a payroll run or of your own claim shows its number to whoever can open the run or the claim.
## Chart of accounts
**Books → Chart of Accounts** is the list of every account, with a **code**, a **name**, a **type** — asset, liability, equity, income, expense — a **parent** for grouping, a **reconcile** flag for accounts you match against statements (bank, cash, clearing), and a **deprecated** flag for accounts you no longer use but can't delete because history posted to them. A deprecated account with postings still shows on the P&L and the group reports. An account can't be deprecated while a product, category, tax, bank or till still posts to it: the message names which.
The country pack gives you a chart in the local shape. Add accounts under the right parent when you need a new revenue line or a cost centre; codes must be unique within the company. Which account a transaction posts to is decided by **Account Mapping** (company defaults), the **product** (its own income, expense, inventory or COGS accounts), and on service lines, the account chosen on the line — in that order of override.
## Ledgers and aging
- **General Ledger** — every posted line, filterable by account, period and partner; the running balance per account, starting from the balance brought forward before the period (shown even when the period has no lines). Click any line for its entry, and from there the source document.
- **Partner Ledger** — the same view for one customer or vendor: their invoices, bills, notes and payments as lines on their receivable and payable accounts, with a running balance: what they owe you or you owe them. A line in another currency also shows its amount in that currency (debits add, credits take away), added up per currency at the foot. The bank side of a payment is left out, so a vendor you've paid in full comes to zero. For a partner in another currency, an FX revaluation shows too, on its date. What you check when a statement is disputed.
- **Aged Receivable · Aged Payable** — open balances bucketed by age (current, 1–30, 31–60, 61–90, over 90), per partner, in base currency, as at any date: on a past date each document shows what it owed that day, even if it was paid later. A customer you owe, or a vendor who owes you, keeps the minus sign on the screen and in the CSV. An advance invoice is usually paid when it's made, so it owes nothing and isn't listed; one still owed (its payment voided) is, as it is in receivables in the ledger. Debit notes reduce payables.
## Reports
**Books → Reports** opens the hub. Each report takes a period (this month, quarter, year, custom) and, where it makes sense, a comparison period; each exports. **This Year** and **Last Year** follow your fiscal year (Settings → Company).
| Report | What it answers |
|---|---|
| **Profit & Loss** | Did we make money this period, and where. Income, cost of sales, expenses, by account and group. |
| **Balance Sheet** | What we own and owe at a date. Assets, liabilities, equity — always balanced. |
| **Trial Balance** | Every account's debit and credit totals; the accountant's first check. |
| **Cash Flow** | Where cash came from and went — operating, investing, financing. Every bank account counts as cash; fixed assets bought on a bill are investing; the effect of exchange rates on cash is its own line. |
| **Changes in Equity** | How equity moved from the day before the period to its end: capital, profit, drawings. Closing equity is the Balance Sheet's total equity. |
| **Budget vs Actual** | Each budgeted account against what was posted. |
| **Executive Summary** | The one-page view for management. |
| **General Ledger** | The detail behind any figure. |
| **Audit Trail** | Who did what, when — every post, unpost, void and setting change. |
| **Tax Returns · VAT audit file** | Below. |
## Fixed assets
Equipment, vehicles, furniture, buildings — anything you own that loses value over years rather than being expensed at once.
**Asset Categories** define the defaults for a kind of asset: the asset account, the accumulated depreciation account, the depreciation expense account, the method and the life in months. An **Asset** has a name, category, **cost**, **acquisition date**, **in-service date** (depreciation starts here), method, life, and notes; the page shows its monthly and annual depreciation, accumulated to date, and **net book value**. Assets come from bills: an asset account set to **make assets** (Chart of Accounts) turns each bill line posted to it into an asset when the bill is posted, and **Fixed assets** in a posted bill's ⋮ menu makes an asset from a line on an asset account or **capitalizes** a line that went to expense (Dr the asset, Cr the expense, dated on the bill). Added by hand, an asset is either an **opening balance** (Dr the asset, Cr Opening Balance Equity) or **already in the books** (no entry). A new asset's salvage follows its category's share of the cost until you type one, whichever you fill in first. A debit note on the bill lowers the asset's cost.
**Depreciation Runs** post one month at a time: preview the entries for every in-service asset, then post. Each asset is depreciated once a month; months an asset missed come in the next run; Land is never depreciated — a run leaves an asset in a Land category at its cost, whatever salvage it was saved with. A run is reversed in its own month (or on the first open day when that month is locked), once: an asset disposed of in that month since, whose disposal already took the month's charge back, is left out. **Sell** an asset through a customer invoice — it carries the VAT and the customer — or **write it off**; the depreciation is brought to the disposal day first and Tamra posts the gain or loss. While the sale stands, its invoice line can't be credited: for money back on the asset, post a journal entry to its gain or loss on disposal. A draft asset added by mistake is deleted, not disposed of. The **Asset Dashboard** shows the register's value, this year's charge, and what's fully depreciated. The (i) link *How does depreciation work?* on an asset explains the arithmetic.
## Tax returns
**Books → Tax Returns.** For a UAE company the **VAT 201** return is built for a period from the posted documents: invoices and credit notes, till sales and refunds, bills and supplier debit notes, and approved expense claims. Each line goes in the box its rate's **VAT treatment** points to (**Settings → Tax**): standard-rated in Box 1 for sales and Box 9 for purchases, zero-rated in Box 4, exempt in Box 5, and a reverse charge in Boxes 3 and 10. Out-of-scope lines are in no box. A credit note or debit note lowers the period it is dated in, an invoice's shipping counts at its own rate, and a document's discount lowers its amounts and its VAT. Opening balances brought in with **Move to Tamra** are left out. Box 12 is the VAT due, Box 13 the VAT you recover and Box 14 the difference, each document rounded once, in its own currency's decimals (a dinar bill's VAT to the fils, then into dirhams at its rate). **Summary by rate** shows each rate's base and tax; **Documents** lists every invoice, bill and note behind a box so any figure can be traced. A line with no rate, or a rate with no treatment set, is named above the boxes so you can put it right.
**The emirate.** Standard-rated supplies are reported in the emirate you supply from, your company's (**Settings → Company Profile → State / Emirate**), whoever the customer is. Until it is set, the return says so.
**The period.** The quarter buttons follow **Settings → Tax → VAT quarter starts in**: January, February or March, from your FTA tax period, and every third month after. Figures follow the document date; a claim counts on the date its approval posted. Tourist refunds (Box 2) and goods cleared through customs (Boxes 6 and 7) aren't captured: enter them in EmaraTax if they apply.
**VAT you can't recover, and the reverse charge.** On a rate with a share of its VAT not recoverable, such as *Standard Rated (5%), not recoverable* for client entertainment, a bill or claim books that share as part of the cost, and the return leaves it out of Boxes 9 and 13; an expense with none of its VAT recoverable is left out of Box 9 altogether. A bill from a supplier abroad on *Reverse Charge (5%)* carries no VAT: posting books the VAT due and the VAT recoverable in one entry, and the bill fills Boxes 3 and 10. A sale on a reverse-charge rate at 0% (the domestic reverse charge on gold, diamonds or electronic devices sold to a registered business) is in no box: the customer accounts for the VAT.
**The books check.** Above the boxes, one line says whether the return agrees with your VAT accounts: what the period's documents booked there, beside Boxes 12 and 13 (or Box 14, when one account holds both). When they differ it shows by how much; a document changed after it posted, or a rate's treatment changed since, is the usual cause. Entries that don't come from documents, such as a manual journal or a VAT payment, are listed under it.
**Till sales** count too. A sale at the till belongs to the day it was rung up — that day in your company's time zone — and, like every supply, to your company's emirate. Every sale that posted counts, also one refunded later (it stays in its own period); a till refund lowers the period it was made in, like a credit note. Drafts and voided sales never count. The period's last day counts whole, and a busy period is read in full, however many documents and lines it has. The **Audit File (FAF)** export produces the file the authority can ask for. *How is this return calculated?* on the page walks through the boxes.
## Budgets
**Books → Budgets**: a budget per fiscal year with amounts by account and month. **Budget vs Actual** then compares each line with the ledger — a group account with everything under it, income and costs each with their own sign, and a budget in another currency at the rate on file. Budgets don't stop anything; they inform.
## Multi-currency
The **Multi-Currency** page shows every foreign-currency account and open document, its book value at the reference rate, its value at today's rate, and the unrealised difference. Realised differences post by themselves when documents are paid.
**Revalue** posts the unrealised difference at a date you pick, usually a month-end, so the balance sheet shows foreign balances at that date's rate (**Settings → Exchange Rates**; the latest rate on or before the date). It lists one line per customer, vendor and foreign bank or cash account (archived ones still holding money included): what the ledger holds in the currency on that date, credit notes, payments and advances applied included, against what it cost in your currency. The difference goes to **Unrealized FX Gains/Losses**, receivables and payables in one entry, bank and cash in another (each only when it has lines). By default they reverse the next day, so a payment later still books its realised difference from the original rate; untick *Reverse it the next day* to keep it until your next revaluation, which replaces it (until then it stays in receivables and payables, also for a document paid in between).
- Posting again on the same date replaces the revaluation already there, and **Reverse it** takes it out: each counts once. A revaluation entry is reversed here, not from Journal Entries.
- An invoice, bill or note in another currency that a revaluation took in can't be unposted while that revaluation is in the books, also one set to reverse the next day: unposted, the document would leave the revaluation on the customer's or vendor's balance with nothing under it. The message names the revaluation by its date and entry number. Reverse it here (pick its date, **Reverse it**), unpost, then revalue that date again — or correct the document with a credit note (a debit note for a bill) instead.
- The date can't be in the future, or on or before the Books Lock Date.
- A balance booked at 1.00 with no rate (before 1.81), or with entries that have no amount in their currency, is named and left out: correct it first.
- Bank reconciliation leaves revaluation lines out, and a foreign bank account's balance in its own currency doesn't move. **Cash Flow** shows them as *Exchange rate changes on cash*.
**What the page counts.** A foreign bank account's balance in its own currency is what its entries hold in that currency (an entry with no amount in it and no rate is named, never guessed). Receivables count open credit notes against what is owed, and payables count open debit notes against, with each bill less the debit notes set against it.
**How foreign documents clear.** A payment is booked at the newest rate on file on or before its date (the document's own rate when there is none); the payment window shows it, and, when the bank keeps another currency, takes what actually landed or left. A document paid in parts clears exactly what it booked — also when a payment in the middle is voided and paid again — and nothing above what is owed is accepted. A credit or debit note set against a document at another rate, and an advance used on an invoice, take each off at its own rate, with the difference as a realized gain or loss; a deposit is released at the advance invoice's own rate. Statements show payments at the rate the document was cleared at, so a fully paid foreign invoice nets to zero, and a refund as money paid out. A foreign deposit or prepayment used in part shows exactly as the ledger holds it, each use at its own rate, so a statement from the beginning and one from a later date close on the same balance. A customer's statement as at a day before a deposit was used shows the deposit still held and the invoice still open, as a vendor's does for a prepayment.
**Decimals.** Dinars and the Omani rial keep three decimals, the yen and similar none, everything else two: documents, payments, statements, printouts and the amount in words follow the currency.
## The audit trail
Every post, unpost, void, reversal, and every change to a setting is recorded with who, when and what. **Audit Trail** is searchable by user, document and date. Nothing in Books is deleted; things are reversed, and the reversal is itself a record.
## Month-end and year-end
A practical order of work:
1. **Reconcile** every bank and cash account for the month; close their periods.
2. Post **manual entries** — accruals, prepayments, depreciation via the run.
3. **Multi-currency** revaluation if you hold foreign balances.
4. Review **Aged Receivable** and **Aged Payable** for anything to chase or write off. The **books check** at the top of each says whether the ledger agrees with the documents; if it doesn't, *Show where* lists the customers or vendors that differ and any invoice marked sent without being posted.
5. Run the **VAT return** if the period ends a tax quarter; check Documents behind any surprising box.
6. Read the **Profit & Loss** and **Balance Sheet**; the Trial Balance if something looks off.
7. Set the **Books Lock Date** (Settings → Accounting Basics) to the month-end so nothing dated in the closed month can change. A posting someone makes while you set it can't land in the month you lock.
Year-end is the same. Tamra posts no closing entry when the fiscal year turns: each year's profit stays on the income and expense accounts, and the **Balance Sheet** shows it in equity in two lines, split at the fiscal year start in **Settings → Accounting Basics**: earlier years' profit as **retained earnings**, and **net income this year**. So nothing needs posting for the year's result to show in the right place. If your accountant closes the year with a journal entry into Retained Earnings, date it the last day of the year: that account then carries the amount and the earlier years' line goes to zero.
## Common questions
**Can I edit a posted journal entry?** No — reverse it and post the correct one. The trail shows both, which is what an auditor wants to see.
**Why doesn't the P&L match the bank balance movement?** Because P&L is on the accrual basis: invoices count when posted, not when paid; bills likewise; depreciation is a cost with no cash. Cash Flow is the report that follows the money.
**Which account should a new expense go to?** Look at the parent group in the Chart — *Operating expenses*, *Cost of sales*, *Administrative* — and add a child under it. Ask your accountant if the answer affects tax.
**Why are advances not in Aged Receivable?** An advance invoice is usually paid when it's made, so it owes nothing and isn't listed. One still owed — its payment voided — is listed, as it is in receivables in the ledger, and the Sales dashboard and the Home money card count it too.
**I posted a revaluation at the wrong rate.** Correct the rate under **Settings → Exchange Rates**, open **Revalue** on the same date and post again: it replaces the first. Or **Reverse it** to take it out.
**Does the General Ledger show every line?** Yes: the General Ledger and the Partner Ledger read an account's lines a page at a time, oldest first, so the newest line and the closing balance are there. Past 200,000 lines in the dates you pick, the screen says so; narrow the dates.
**Can I run reports for last year?** Any period; nothing is archived away. Comparison periods help.
**A supplier abroad sent an invoice with no VAT.** Enter it as a bill on *Reverse Charge (5%)*: the bill shows no VAT, posting books the VAT you account for yourself, and the return puts it in Boxes 3 and 10. A claim can't use that rate.
**How do I keep entertainment VAT out of the return?** Put the line on *Standard Rated (5%), not recoverable*. The VAT becomes part of the cost, and Boxes 9 and 13 leave it out.
## If something goes wrong
- **Trial balance doesn't balance** → it always balances; if a report looks off, the filter is excluding accounts or the period is wrong. Clear filters.
- **A figure in the VAT return looks wrong** → start with the books check above the boxes, then Documents behind the box: almost always one line on a rate with the wrong treatment. The return reads each rate's treatment as it is set now, so correct the rate in **Settings → Tax**, or the document with a credit or debit note if it's posted, and rerun.
- **The return says the books differ** → a document was changed after it posted, a rate's treatment changed since, or a document posted before the 1.85 update booked VAT a rate now treats differently. Documents behind the box shows the documents; the difference is the amount to look for.
- **Depreciation didn't post for an asset** → its in-service date is after the run's month, or it's fully depreciated or disposed.
- **A manual entry won't post** → debits and credits differ, an account is deprecated, the date is on or before the lock date, or your role can't post journals. The message says which.
- **The Balance Sheet shows a difference line** → opening balances were entered on one side only. Post the opening-balance entry to the opening-balance equity account so it balances.
# Expenses
Employee expense claims — reading receipts into a claim, mileage, projects and customers, billing claims to customers, submitting, the category rules, who approves and who sees what, reimbursing by bank, from a cash advance or with the salary, correcting a posted claim, the reports, and how claims reach the books and the bank.
An **expense claim** is money an employee spent for the business and wants back — or spent on a company card and needs to account for. Claims go through a short approval, then reimbursement, and every step is visible to the person who made the claim. **Expenses** lives on the left rail.
## A claim's life
| Status | Meaning | Who moves it |
|---|---|---|
| **Draft** | Being written. | The employee |
| **Submitted** | Waiting for approval. | **Submit** (or **Submit drafts** for several) |
| **Approved** | Accepted and posted; owed to the employee. | An approver — **Approve** |
| **Rejected** | Back with the employee, with a **reason** they see. | An approver — **Reject**, or **Send back** after approval |
| **Reimbursed** | Paid back. | **Reimburse** (by bank, cash, cheque or card, from a cash advance, or with the salary), or matching the transfer in Reconciliation |
| **Cancelled** | Set aside. A claim approved once and then sent back keeps its approval and its reversal in the books (they net to zero), so deleting it cancels it instead. Older claims too. | **Delete** on such a claim |
Click a claim in the list to open its **panel**: what it is, where it stands, what was posted and paid — and the next step for you, as a button. You only see the steps your role allows in that state. Each row's **⋮** offers the same steps, by what you may do now — the ones that undo or remove something (send back, take back the payment, delete) last, below a line, in red.
Every state wears the same pill on every Expenses page, in every theme: *Submitted* blue (waiting on someone), *Approved* and *Reimbursed* green, *Rejected* and *Cancelled* red, *Draft* grey.
## Creating a claim
**Expenses → New Expense.** The claim has a **date**, the **employee** (yourself unless you file for others), an optional **category** (travel, meals, office — whatever you've used before is suggested), and **lines**: a description, the **amount paid** — VAT included, as on the receipt — the expense account (defaulted from the category), the **VAT** where the receipt is a tax invoice, and a receipt attachment. Several lines on one claim are normal — a trip with its taxi, hotel and meals.
A line paid in another currency takes the rate on or before its own date (the receipt's date, or the claim's when the line has none), never 1.00 by default; with no rate on file the line says so, and you type the rate from the receipt or add one in **Settings → Exchange Rates**. A rate you type stays. A line's amount and VAT are written the way its currency is: three decimals for dinars, whole yen, two for the rest — on the phone too.
A line in a **mileage** category asks for the **distance in km** instead of an amount (see [Mileage](#mileage)). The tag button at the end of a line says what it was **for** — a project, a customer, and whether to bill it to them (see [Projects, customers and billing](#projects-customers-and-billing)).
**Save draft** as often as you like; **Save & submit** when it's complete. A submitted claim can't be edited — **Withdraw** it (from its panel, or on the phone) and it comes back to you as a draft.
## Reading receipts
Attach a receipt to a line and Tamra **reads it into the line**: the amount paid, the VAT inside it, the supplier and their TRN, the receipt number, the date — and a description and category. Only empty fields are filled; what you typed stays, and anything that doesn't agree with the receipt is said under the line ("The receipt's total is 105.00; the line says 100.00"). Check what it read against the receipt before you submit.
- **Several at once** — **From receipts** on the Expenses list (or **Add from receipts** in a claim): choose the photos or PDFs, and each becomes a line, read in turn.
- **Read again** — the scan button beside **View** reads an attached receipt again: it fills what is empty and notes what differs.
- **On the phone** — **Take a photo** on a new line: the receipt is read into it. When you've already typed the amount, the photo is attached and left at that.
- **The category** — the one this supplier was claimed under before; otherwise a guess by kind (fuel, taxis and parking, flights, hotels, meals, phone, office, government fees) among your own categories.
- **VAT you can recover** — a receipt showing VAT gets the matching rate, with the receipt's own VAT figure; a receipt with neither VAT nor a supplier TRN is set to **No VAT**; a receipt in another currency is VAT paid abroad, so **No VAT**, in that currency (if the company doesn't use that currency, enter what it cost in AED). A VAT rate you chose yourself is never changed — a note says if the receipt disagrees.
- **Where it is read** — here, in your browser: a PDF's own text, or the photo read on screen. No AI service sees your receipts. The first time, the reader is downloaded (a few MB) and the browser keeps it.
Good photos read best: flat, in good light, the whole receipt in the frame. A PDF e-mailed by the supplier (a ride, a hotel, an online order) is read exactly.
## The same receipt twice
As you fill a claim, Tamra looks for its receipts on other claims and says so under the line: **the same receipt file**, **the same supplier TRN and receipt number**, or **the same receipt number and amount** ("Looks like Omar's EXP-0042, line 1 (approved)"). The same person, day and amount is only a hint ("Similar to…") — two taxis of 25.00 on one day are normal. Two lines of one claim with the same receipt are pointed out too. If you can't see the other claim, you're told that another person's claim has the receipt — not whose. Cancelled claims don't count.
Approvers see the same checks on the claim's panel before deciding.
## Mileage
Driving your own car for work is paid **per km**. Give a category a rate — **Expenses → Categories** → edit it → **Paid per km (mileage)**, in base currency (AED 0.75, say) — and every line in that category becomes a distance:
- **Enter the km**; the amount is the distance × the rate, to the fils, shown beside it ("× 0.75 = 37.50").
- **No VAT** — mileage is an allowance, not a purchase, so there is no VAT to recover — and no receipt is needed.
- **Always in base currency**, whatever the claim's currency.
- **The rate a claim was approved at stays.** Changing the category's rate changes new lines (and drafts saved again), never approved claims; an approver correcting a mileage line in its own category keeps the rate it was made at.
- **On the phone** a mileage category asks for the **Distance (km)** instead of the amount.
Approvers and admins set the rate, like the category's other rules. The claim, its print and the reports show the km.
## Projects, customers and billing
Each line can say what it was for: click the **tag** at the end of the line and choose a **project** and a **customer** (a project brings its own customer). The [Reports](#reports) show what each project and customer cost.
Tick **Bill to the customer** — with a **markup** if you charge one — and once the claim is approved the line waits to be billed. There are two ways to put it on an invoice:
- **From Expenses** — **Bill to customer** on the claim's panel, **To bill customers** on the dashboard, or **Bill** on the Reports page: choose the customer and the lines, then **Create the invoice** (a new draft in base currency) or add them to one of the customer's drafts, which keeps its discount. The invoice opens for you to check and post.
- **From the invoice** — on a draft invoice for that customer, **Billable expenses** appears with a count when lines are waiting: choose them, and they're added to the draft; saving bills them.
Each line is billed at **what it cost you plus the markup** — its amount before VAT, and any VAT you can't recover, which approval booked as part of the cost: a dinner of 1,050 with 50 of VAT you can't recover, at 10% markup, is billed at 1,155.00. It is converted at the invoice's rate if the invoice is in another currency, described as *Taxi to Falcon site · EXP-0012 · Falcon Tower fit-out*, on your revenue account, with a sales VAT rate at the same percentage the claim carried — **check the VAT before posting**: costs you recharge are usually taxed like your own service, while government fees paid on the customer's behalf usually aren't.
A claim line is billed **once**:
- It is on one live invoice at a time. **Removing the line** from a draft, **deleting** the draft or **cancelling** the invoice frees it to be billed again; restoring a cancelled invoice takes back the lines still free.
- While it's billed, the claim can't be **sent back** or **corrected** — take the line off the invoice (or cancel the invoice) first. The panel shows *Billed on INV-0042*, which opens the invoice.
- An invoice that bills claims keeps its **customer** — remove those lines and save before changing it.
- **Duplicate** on such an invoice leaves the claim lines out of the copy, and the copy's notes name the claims; an invoice that bills nothing but claims isn't copied.
- Credit notes never carry claim lines.
Billing needs the Invoices permission to **create** (a new invoice) or **edit** (adding to a draft).
## Category rules
Each category can carry rules (**Expenses → Categories** → edit a category), in base currency with VAT included:
- **Receipt needed above** — a line above this amount can't be submitted without its receipt attached. Submit says which line ("Line 2 (ADNOC): Fuel above AED 50.00 needs its receipt attached").
- **Limit per line** — a line above it goes through, flagged for the approver (on the panel, and in the claim's history).
- **Paid per km** — makes it a [mileage](#mileage) category.
Approvers and admins set the rules; everyone sees them on the categories list.
## VAT on a claim
Each line has a **VAT** choice beside the amount paid. Pick the rate on the receipt and Tamra works out the VAT inside the amount — 105.00 paid at 5% is 100.00 plus 5.00 VAT. If the receipt shows a slightly different figure, type it over; your figure is kept. A line with VAT asks for the **supplier**, their **TRN** and the **receipt number**, as printed on the tax invoice — the VAT return and the FTA audit file list them.
- **Choose No VAT** for VAT paid abroad, for receipts that aren’t tax invoices (no supplier TRN on them), and for things that carry no VAT, such as government fees. Only VAT you can recover goes to input VAT.
- **VAT you can’t recover** — a client dinner or other entertainment: pick **Standard Rated (5%), not recoverable**. The receipt’s VAT is kept on the line, and approval books it as part of the cost instead of input VAT. A reverse-charge rate isn’t offered on a claim: a supplier abroad’s invoice to the company is entered as a bill.
- **Categories bring a starting rate.** Expenses → Categories → edit a category → **Default VAT** (Fuel at 5%, Government fees with none). A rate you choose on a line is never changed by the category.
- **On the phone** the claim form has the same VAT choice under **Amount paid**, with the supplier and TRN beneath it.
The claim shows the VAT inside its total, and its details list **Net**, **VAT (recoverable)** and **Total**, with **VAT not recoverable (in the cost)** when a line is on such a rate.
## Approving
Approvers are told when a claim waits for them — in the bell, and in **Approvals** on Home. Open it: lines, amounts, receipts, the employee — and, under **Before deciding**, a missing receipt the category asks for, a line above its limit, or its receipt on another claim. **Approve**, or **Reject** with a reason — the reason is required, and the employee sees it on the claim. Several submitted claims can be approved at once: tick them in the list and choose **Approve**.
Approval writes the expense to the books: each line’s amount before VAT to its expense account, the VAT to **VAT Input (recoverable)** — the *Tax Input (Recoverable)* account in Settings → Account Mapping — and the total to a liability owed to the employee. The entry points back to its claim (the **Trace** pill on either opens the other). On a rate with VAT you can’t recover, that share goes to the expense account (or the account the rate names) with the amount, not to input VAT. Approved and reimbursed claims are part of the **VAT return** (Tax Returns): each receipt line with VAT appears with the purchases, under its supplier, in the period of the date its approval posted, so a claim approved after a quarter was filed counts in the next one.
- **Your own claim waits for another approver.** An approver doesn't see Approve on their own claim, and it isn't in their Approvals. For a one-person finance team, an admin can allow it: **Expenses → Categories → Rules → Approvers may approve their own claims**.
- **A claim dated in locked books** (Settings → lock date) is approved with a **posting date** after the lock: Tamra asks for it, offering the first open day. The claim keeps its own date. On the phone, **Approve** books it on the first open day.
Who can approve is a permission (*Expenses → approve*); typically Managers and above.
### The employee's manager first
Turn on **Expenses → Categories → Rules → Send claims to the employee's manager** (admins) and a submitted claim goes to the employee's manager — the **Manager** on their record in Employees — when that person can approve claims. Only they are told, and it waits in their **Approvals** and under **Waiting for me** in the list; the claim shows *Waiting for Omar — their manager*. After three days without a decision it appears in every approver's Approvals too. Any approver can still decide it (Tamra says it was sent to the manager). A claim whose employee has no manager — or whose manager can't approve claims, or is the claimant — goes to every approver, as before.
## Who sees which claims
Everyone sees the claims they made, the ones they filed for someone, the ones waiting for them and their **direct reports'** (Employees → Manager). **Approvers, accountants** (who reconcile or post journals), **admins** and roles given **Expenses → See all** (Settings → Users & Roles) see every claim; the *Manager* role has See all, since managers approve claims. The *Viewer* role doesn't: a read-only user sees their own claims, not other people's. The VAT return reads every claim's VAT lines for anyone with Tax Returns access. Advances follow the same rule: everyone sees their own; those who see every claim see every advance.
## Reimbursing
**Reimburse** on an approved claim (its panel, its row menu, or **Expenses → Reimbursements**) asks:
- **How** — bank transfer, cash, cheque or card; **From an advance** (see [Cash advances](#cash-advances)); or **With the salary** (see [Paid with the salary](#paid-with-the-salary)).
- **Paid from** — the bank or cash account (cash picks your cash box first). An account in another currency asks for **the amount that left it**; any difference at the day's rate is booked as exchange gain or loss.
- **Date** and **reference** — the transfer or cheque number, or the petty-cash voucher.
It posts Dr Employee payables, Cr the account, marks the claim *Reimbursed* and tells the employee. Matching a bank line in Reconciliation pays a claim only when the line covers it: a line a little short leaves the claim *Approved* with the rest still owed (it used to close the claim and book the gap as exchange). **Several at once:** tick approved claims in the list and choose **Reimburse**, or **Reimburse all** for one person on the Reimbursements page — each claim gets its own entry, so any one can be taken back alone. Several claims are paid from an account in your base currency (or all sent to payroll); anything that can't be paid is listed with the reason.
A claim is paid back on or after the day it was approved: a pay-back, a bank line matched to it or a settlement from an advance dated earlier is refused, with both dates. Money given to the employee before the claim was approved is an advance — give it under **Advances**, then settle the claim from it.
**From the bank statement** — when the transfer to the employee shows up in **Books → Reconciliation**, the line's **Reconcile** offers the employee's approved claims as counterparts; matching records the reimbursement and reconciles the line in one step.
The Reimbursements page has two tabs: **To pay back** (approved claims by employee, with the claims waiting for payroll in their own group) and **Advances**. Above the claims: what is to pay back, for how many people, how long the oldest has waited since approval (amber after a week) and what waits for payroll; each claim says how long ago it was approved.
## Cash advances
An **advance** is money an employee takes before spending it — a float for a trip, petty cash for a site. Their claims are then settled from it, and what's left comes back.
**Once:** an admin chooses where advances are kept — **Expenses → Categories → Rules → Cash advances are kept in**: an asset account such as *Employee advances*. Each advance remembers its account. Only an asset account of its own can hold advances — not receivables, VAT, stock, a bank or another account the books keep for something else — so the rule and **Give an advance** offer only those, and an account set earlier that can't hold them says so.
- **Give an advance** — **Expenses → Reimbursements → Advances → Give an advance**: the employee, the amount, the date, the bank or cash account it's paid from (in base currency), a reference and the purpose. It posts Dr the advances account (with the employee as partner), Cr the bank, and the employee is told.
- **Settle claims from it** — **Reimburse → From an advance** on the employee's approved claim, and choose the advance: what it covers comes out of the advance (Cr the advance), anything above what's left is paid from the bank account you choose (Cr the bank), and the claim is *Reimbursed*. The dialog shows the split before you confirm.
- **Money came back** — on the advance: the amount (what's left, unless you say less), the date and the account it went back to. It posts Dr the bank, Cr the advance. A return recorded by mistake is taken back with the undo button beside it.
- **Cancel advance** — only for one given by mistake, before anything was settled from it or returned: its entry is taken out (the audit trail keeps it) and a bank line matched to it is released.
An advance is **open** while money is out, **settled** when every dirham is accounted for, or **cancelled**. Its row opens to show what was settled from it and what came back; the dashboard's **Out on advances** shows the total. Taking back the payment of a claim that was settled from an advance gives the advance its money back.
Who can give, settle and close advances: whoever can pay back claims.
## Paid with the salary
**Reimburse → With the salary** sends an approved claim to payroll instead of the bank: it shows *Waiting for payroll* and sits under **With the salary** on the Reimbursements page and the dashboard. The employee needs an **employee record linked to their login** (HR → Employees) that payroll pays — *Active*, *Probation*, *On leave* or *Notice period*, with **Currently employed** ticked — and a **current salary** (Payroll → Salaries). Tamra says so if either is missing.
- **Compute** a payroll run that includes the employee and the claim is added to their payslip. **Net pay = earnings − deductions + claims**, so the salary transfer and the WPS file pay it. It isn't salary: it isn't in gross and no deduction is worked on it.
- **Approve** the run: its entry clears what the claim owed (Dr Employee payables) alongside the salaries, and the claim becomes *Reimbursed*, paid with that run. **Unapprove** the run and the claim goes back to waiting.
- The run lists the claims it pays, each payslip shows *incl. 315.00 claims*, and the payslip — on screen and printed — lists them under **Expense claims paid back**.
- **Take out of payroll** (the claim's panel, or the Reimbursements page) to pay it back another way: the claim leaves its payslip and the run's totals at once. If a computed run held it, the run goes back to *Draft* and admins are told to compute it again — as happens when such a claim is sent back or corrected.
A claim paid with the salary can't have its payment taken back from Expenses — unapprove the run.
## Correcting a claim
An approved or paid claim is never edited in place — it is **re-posted**, so the books keep the full story.
- **Correct** (approvers) opens the claim for changes: category, account, VAT, supplier, lines, amounts, km, project and customer, date. Say what changed and why, then **Re-post**: the approval entry is reversed on its own date, the corrected entry is posted, and the claim keeps its number. The employee is told. A **paid** claim can be corrected too, but its total must stay what was paid — the payment is not touched — and its approval can't move to a date after the payment. A correction that moves the total by one fils (a receipt in another currency split again into amount and VAT, each rounded) keeps what was paid back, and the fils goes to Rounding Differences; more than that is refused.
- **Send back** (approved, not yet paid) returns the claim to the employee with your note: its entry is reversed and the claim is *Rejected* until they fix it and submit it again.
- **Take back the payment** (paid claims; ⋯ in the panel) removes the reimbursement entry and puts the claim back to *Approved*, ready to pay again. If the payment was matched to a bank line, that line goes back to unmatched in Reconciliation — other claims matched to the same line stay matched. A claim settled from an advance gives the advance its money back. To change the amount of a paid claim: take back the payment, correct, and reimburse again.
- **Unmatch** in Reconciliation on a line that paid a claim does the same: the payment is taken back and the claim returns to *Approved*.
A claim approved with a posting date after the lock is corrected on that date, so it can be corrected while its own date is locked. Changing a line's category changes its account to the category's. Corrections, send-backs and take-backs are otherwise refused inside locked books (post an adjusting journal entry dated after the lock instead), and a payment matched in a **closed** reconciliation period can't be taken back until that period is reopened. A claim **billed** to a customer is corrected or sent back once its line is off the invoice; a claim **in a payroll run** sends the run back to draft.
## A claim's history
Each claim's **Activity** tab lists every step — created, submitted, withdrawn, approved, rejected, sent back, corrected (with what changed: “Fuel → Travel, VAT 5.00 → 4.95”), paid back (by bank, from an advance, or with the salary), sent to payroll or taken out of it, matched to a bank line, payment taken back — with who did it, when, the reason given, and the journal entries it posted, which open in the journal. Claims change only through these steps, so the history and the books always agree.
## Finding a claim
The search box finds claims by number, notes, employee and amount — and by what their lines say: description, supplier, TRN or receipt number. *ENOC* finds every fuel claim from ENOC; *105* finds claims of 105.00.
The chips above the list show one state at a time (the chosen one is dark), with **Waiting for me** when claims were sent to you as their manager. A stage clicked on the dashboard opens the list on that state.
## Company cards
A purchase on a company card is still a claim — it documents the spend and attaches the receipt — but it isn't owed to the employee. Approve it as usual; when the card statement is reconciled, match the line to the claim rather than reimbursing.
## The dashboard
**Expenses → Dashboard**, top to bottom — every figure opens what it counts:
- **The money** — **To pay back** (approved, by bank or advance), **With the salary** (waiting for payroll), **Out on advances**, **To bill customers** (cost before markup — click it to bill) and this month's spend **net of VAT** against last month's.
- **Claims by stage** — *Draft*, *Waiting for approval* (with how long the oldest has waited — amber after three days), *Approved · to pay back* and *Paid back* (with what was paid back this month), each with its count and amount; rejected and cancelled claims are counted beside them. Click a stage and the list opens on it.
- **What they cost** — **Spend by month** over the last 12 months (this month in the accent; point at a month for its figure), and **By category** and **By employee**, net of VAT — the Reports page's figures.
- **Needs attention** — what waits on someone: claims you can approve (oldest first; *Waiting for you* when one was sent to you as their manager), claims to pay back (how long since approval), your claims that came back (with the reason) and your drafts. Beside it, **Recent claims** with their state. Click any to open it.
The heading counts the claims made and their total — drafts, rejected and cancelled claims are left out of the totals. **New Expense** starts a claim; **Reports** opens the detail.
## Reports
**Expenses → Reports** shows what claims actually **cost** — approved and paid claims only, **net of the VAT you recover** (that VAT isn't a cost; VAT you can't recover is, and counts as spend, as in the books and on the dashboard), in base currency, by each line's own figures. Its CSV columns say *net of VAT recovered*.
- **Period** — this or last month, quarter or year, or the last 12 months.
- **Group by** — category, employee, project, customer or supplier: spend, VAT and lines for each, largest first, with its share.
- **The headline** — spend net of VAT recovered, VAT recovered, claims and lines, what was billable and what is still **to bill**, and the km driven.
- **This month against last**, and the **last 12 months** as a trend — the months of the period you chose in the accent.
- **To bill to customers** — by customer, with **Bill** beside each.
- **Export CSV** gives the grouped figures; **Export lines** every line in the period, with its claim, employee, category, project, customer, supplier, km, net, VAT and whether it's billed.
## Printing a claim
**Print / Sign** (in the panel's ⋯, or on the open claim) gives the claim form: the claimant from their employee record, each line as paid, the VAT inside the total, and — once it happened — who approved it and when it was paid back.
## Common questions
**Can I file a claim for someone else?** With the right permission, yes — pick the employee on the claim. They see it in their list.
**Is reading a receipt done by AI?** No. A PDF's own text is read, or the photo is read on screen in your browser; nothing is sent to an AI service. Check what it filled before submitting.
**The receipt is in a foreign currency.** Enter the amount in the claim's currency with the rate, or convert to base and note the original on the line; attach the receipt either way.
**An approved claim is wrong.** **Correct** it (approvers) — the entry is re-posted under the same claim number. Or **Send back** so the employee fixes it. If it's already paid, correct it keeping the total, or take back the payment first.
**Where does a rejected claim go?** It stays in the employee's list marked *Rejected* with the reason; they **Edit & resubmit** it (on the phone: **Edit**, then **Submit**), or delete it.
**Do we charge VAT when we bill an expense to a customer?** Usually: a cost you charge on is part of what you supply, so it takes your own sales VAT, whatever the receipt carried. Tamra starts each billed line on your default sales rate (else your standard rate for sales). A disbursement, such as a government fee paid in the customer's name and passed on at cost, carries none: set that line to Out of Scope on the draft before posting.
**An employee keeps a float all year.** Give one advance and settle every claim from it; top it up with another advance. **Out on advances** shows what's out.
**Can claims be paid with the salary when we pay salaries outside Tamra?** The claim is paid when the payroll run is approved in Tamra. If salaries are paid elsewhere, pay claims back by bank transfer instead.
## If something goes wrong
- **Submit is refused** → a line has no amount, or the claim isn't yours to submit.
- **Submit is refused: "needs its receipt attached"** → the line's category asks for a receipt above an amount; attach it, or save the claim as a draft.
- **Save is refused: "enter the distance in km"** → the line is in a mileage category; enter the km (the amount follows).
- **Save is refused: "a billable line needs the customer"** → choose the customer, or a project that has one.
- **A receipt was read wrong** → type over what's wrong (what you type is kept), or read it again with the scan button; a flatter, brighter photo reads better.
- **A receipt in another currency left the amount empty** → the company doesn't use that currency; enter what it cost in AED, or add the currency in Settings.
- **Someone can't see a colleague's claim** → that's by design; give their role **Expenses → See all** if they should.
- **A claim didn't go to the manager** → the rule is off, the employee has no manager in Employees, or the manager can't approve claims (or is the claimant) — it went to every approver.
- **Approve isn't offered** → your role lacks *approve* on expenses, or it's your own claim (another approver decides; an admin can allow self-approval under Categories → Rules).
- **Approve asks for a posting date** → the claim is dated inside locked books; approve it on the first open day or later.
- **With the salary is refused: "no active employee record" or "no current salary"** → link the employee record to the person's login (HR → Employees) and give them a salary (Payroll → Salaries), or pay back another way.
- **A payroll run went back to Draft** → a claim it held was taken out of payroll, sent back or corrected; compute the run again.
- **Approving a payroll run is refused: "changed after it was computed"** → compute the run again, then approve.
- **Give an advance asks for the advances account** → an admin sets it under Expenses → Categories → Rules → Cash advances are kept in.
- **"… can't hold advances"** → the account set is kept for something else (receivables, VAT, stock, a bank) or isn't an asset; an admin chooses an asset of its own, such as *Employee advances*.
- **Reimburse is refused: "a claim can't be paid back before it is approved"** → date the pay-back on or after the day the claim was approved; money given earlier is an advance, to settle the claim from.
- **Cancel advance is refused** → something was settled from it or returned; take those back first, or record the rest coming back.
- **Reimburse wants an amount** → the account is in another currency; enter what left it.
- **Re-post is refused: “the total has to stay”** → the claim was paid back; take back the payment to change the amount.
- **Correct or Send back is refused: “billed on invoice”** → take the line off that invoice (or cancel the invoice) first.
- **Changing an invoice's customer is refused: “bills … expense claim lines”** → remove those lines and save, then change the customer.
- **Billable expenses isn't on the invoice** → it's not a draft invoice, its customer has no approved billable lines waiting, or those lines are already on it.
- **Correct, Send back or Take back is refused: “locked”** → the entry is inside locked books; post an adjusting journal entry dated after the lock.
- **Take back is refused: “closed reconciliation”** → reopen that period in Reconciliation first.
- **Take back is refused: “paid with payroll run”** → unapprove that run (HR → Payroll runs).
- **The claim doesn't appear in Reconciliation's suggestions** → it isn't approved yet, or the employee on the claim doesn't match the bank line's description; search the claim number in the counterpart box.
- **VAT wasn't recovered on a line** → the line has **No VAT** chosen. Only lines with a VAT rate post input VAT.
- **Approve is refused: “carries VAT but no VAT input account is set”** → Settings → Account Mapping → choose the **Tax Input (Recoverable)** account.
- **Save is refused: “VAT … is more than the … rate allows”** → the VAT typed on a line is more than its rate gives on that amount; check the amount paid and the rate on the receipt.
- **A claim approved before October 2026** was booked with any VAT inside the expense. If one carried material VAT on a valid tax invoice, **Correct** it now — set the VAT on the line and re-post.
# Inventory
Warehouses and locations, what's on hand, receipts, deliveries, returns, internal transfers, adjustments and counts, lots and serial numbers, reorder rules, the fulfilment queue, how stock is valued, and the stock health check.
Stock in Tamra is always somewhere — a **location** inside a **warehouse** — and every change to it is a **move** with a document behind it: a receipt from a supplier, a delivery to a customer, a return, a transfer, an adjustment, a manufacturing order. Quantities and values follow the documents; nothing is typed straight into a stock figure. **Inventory** on the left rail holds it all.
## Warehouses and locations
A **warehouse** is a physical site with a code (auto-generated, `WH-002`, if you leave it blank), an address and an active switch. Each warehouse holds **locations**: *internal* locations where stock lives (a shelf, a bay, a floor), and the special ones Tamra uses to account for movement — *supplier* (where receipts come from), *customer* (where deliveries go), *adjustment* (where counted differences are booked against). Most businesses start with one warehouse and its default internal location; add locations when you want to know *where* in the building something is.
## On hand
**On-Hand** shows every product's quantity by warehouse and location, its unit cost and value, with reserved quantities (committed to confirmed orders) separated from available. Search, filter by warehouse or category, export. The **Stock availability** marker on sales lines reads the same figures, in the product's unit — a line in cartons is checked in pieces. Until the stock has loaded, pickers and markers show no figure rather than 0.
## Receipts and deliveries
Covered in *Buying* and *Selling*: a **receipt** validates goods into stock at the order's net price per piece — after the line's discount, in your currency at the order's exchange rate, a carton's price shared over its pieces — against Goods Received Not Billed; a **delivery** validates goods out at the stock's own cost and posts exactly that as the cost of goods sold. Both live here and follow the same states — *Draft → Ready → In progress → Done* — with **Validate** as the moment stock moves. Both ask for lot or serial numbers on tracked products.
A receipt or delivery made from an order carries the order's goods only, each line for its order line; services stay on the order. Validated short, *Create backorder for missing qty* decides what happens to the rest: ticked, it waits on a backorder; unticked, the rest of each short line is **closed** on the order — not coming, or not going — and the order can finish. The order says so line by line, and **Reopen the rest** there brings it back. A delivery never closes what the shelf couldn't cover: that waits on a backorder either way, and it never closes a sales order line below what the order's posted invoices bill — credit the difference first, or keep the backorder. Cancelling the receipt or delivery that closed a line opens its rest again.
## Returns
Goods going back to a supplier. A return is created from the **debit note** raised against the bill (see *Buying*); it appears under **Returns** as *Ready*, and **Validate** ships the goods out, from the warehouse they arrived in: stock decreases and the value leaves inventory at the stock's own cost — the average; under FIFO, what the goods cost on their own bill (the layers its receipts brought in, oldest first, then the oldest on the shelf for anything those no longer hold); or the standard — against Goods Received Not Billed at the debit note's price; any difference between the two posts to price variance. Goods carried at 0.00 go back with nothing to book. The (i) on the return says exactly that. Returns are validated only here — wherever a return is opened from, it opens in **Returns** — and only when the goods are still on the shelf they leave from.
## Internal transfers
Moving stock from one location to another — a shelf to a shelf, or across warehouses. Set the **route** (from → to) once at the top, list products and quantities, and either **Create pending** (saved so the goods can be physically moved first; on-hand changes only when someone **validates**) or **Create & validate** in one go. Because the goods stay yours at the same cost, no accounting entry is written — only quantities per location change. **Available** shows live on-hand at the *from* location as you type; a transfer can't take more than the *from* location holds — validating it then is refused with what is there, and **Create & validate** stops before creating it. Creating a transfer needs the *Transfers — create* right; validating one needs *Transfers — edit*.
## Adjustments and counts
When the shelf and the system disagree. **Adjustments → New**: choose the warehouse, add the products, enter the **counted** quantity against the system quantity (or **re-read on-hand** to refresh the system side), give each line a **reason** (damage, shrinkage, count correction — *apply this reason to all matching lines* saves typing), and complete. The difference moves in or out of stock and its value posts to the inventory adjustments account: a gain comes in at the cost you enter on the line (the product's cost if you leave it blank) — a standard-cost product always at its standard — and a loss leaves at the stock's own cost. Adjustments are *Pending* until completed, so a count can be entered over a day and applied at the end — but a loss can't take a shelf below zero: if stock left the shelf after the count, completing is refused and the line wants a recount.
## Opening stock
Moving from another system? **Settings → Move to Tamra → Stock on hand** brings each item's quantity and value at the cut-over from the old system's stock valuation report (Excel or CSV): rows are matched to your products by code, barcode or name, you choose the warehouse, and the stock comes in on one adjustment dated the day before the cut-over, at the value it had there. One journal entry puts each product's stock account against Opening Balance Equity. Lot-tracked items need their lot; serial items come one row per serial number. An item that already has stock in that warehouse, or whose opening stock was brought in there before (even if it has sold out since), is skipped and the review says which, so running it again never doubles anything — correct a quantity with a count instead.
## Lots and serial numbers
Products with **tracking** set to *lot* or *serial* ask for the numbers at receipt and at delivery. **Lots & Serials** lists every lot with its quantity on hand, location, and expiry where entered — with *expiring within 30 days* and *expired* filters for anything perishable — and every serial number with where it is and where it came from. Open a lot to see its full history of moves. A quantity going out that names no lot — at the till, on a delivery, transfer, count, spare-part withdrawal, production or vendor return — is taken from the product's lots on that shelf: the lot that expires first, then the oldest, one move per lot. A till refund puts the goods back into the lots they came from, and a cancelled spare-part withdrawal puts each part back under the lot or serial number it left with.
A product with serial numbers moves in whole pieces: its quantity fields step by 1 on receipts, deliveries, transfers, counts, returns, production and withdrawals, and a fraction is refused wherever stock moves — *"…" has serial numbers, so it moves in whole pieces*.
## Reorder rules
A rule per product (and optionally per warehouse): a **minimum** (the reorder point), a **maximum** (the level to bring stock up to), and the quantity to order. When available stock falls to the minimum the product shows under **Need reorder** with the suggested quantity, and the replenishment policy on the product decides whether that becomes a purchase suggestion or a manufacturing one. Rules can be inactive without being deleted. A rule with no maximum never shows **At Max**.
## The fulfilment queue
Open sales orders that need goods, ranked by what can ship now. **Demand vs supply** shows, per product, what's ordered against what's on hand and incoming; each order is *Ready to ship*, *Waiting stock*, or *Short* by named SKUs. Useful for the morning decision of what leaves today. A short product that has a recipe offers **Create MO** to make the rest.
## Moves history
Every stock move ever — date, product, from, to, quantity, cost, and the document that caused it. When a figure on hand looks wrong, this is where the answer is.
## Valuation
Every receipt writes a **layer** — so many units at so much — and everything that takes stock out takes it from those layers by the product's **costing method**:
- **Average** (the default) — on-hand value ÷ on-hand quantity. 100 at 10 plus 100 at 12 → average 11; sell 50 → cost of goods sold 550, value left 1,650.
- **FIFO** — the oldest layers go first. The same two receipts, sell 50 → 500 (from the units at 10), value left 1,700.
- **Standard** — everything comes in, goes out and is made at the standard you set; what you actually pay differs, and the difference goes to price variance. The standard changes only with **Revalue** on the product, which moves the stock on hand to the new standard.
Deliveries, the till, spare-part withdrawals, manufacturing, counts, scrap, vendor returns and receipt corrections all take stock the same way, and the books post exactly what the valuation released, to the cent. A till refund, a cancelled withdrawal or a cancelled delivery puts back exactly what left. Layers keep whole fils: **Revalue** on a FIFO product spreads the cost you type so the layers add up to what the books post, and under average cost the last of a layer takes its value with it, so no value is left on stock that has gone. Freight and duty ticked as landed cost on a bill join the goods they were paid for (see *Buying*). No period-end batch — the cost is settled the moment goods move.
**Inventory → Valuation** lists each product with its method, the units and value its layers still hold, and its unit cost; a layer with no units left counts for nothing there. Each product posts to its own inventory account (or its category's, or the company's), spare parts to MRO inventory.
## Health check
**Inventory → Valuation → Health check** compares what should agree, in four steps. It only reads: nothing changes until you press a button on a row and confirm.
1. **Products** — each product's valuation should hold the units its shelves hold, at a believable cost. Listed are only the products that don't: shelves and valuation differ, value with no units behind it, below zero, or a cost five times above or below the last purchase price. **Align** brings the valuation to the shelves — units added at the product's cost or taken out at the cost they carry, value with no units cleared — and posts no entry, because the books already recorded the goods moving. **Revalue** sets a believable cost (it starts from the last purchase price). A shelf below zero wants a count first: **Count…** opens Adjustments.
2. **Stock accounts** — each stock account's balance in the books against the valuation of the products that post to it. **Correct** posts one entry that brings the books to the valuation, against the account you choose — *Inventory revaluation* unless you pick another. Align the products first: aligning changes the valuation, and with it these differences. Correct only when the valuation is right; if the books hold something that should stay (an opening balance posted by hand, say), bring that stock into the valuation instead.
3. **Goods received not billed** — once an order is fully received and billed, or cancelled, nothing should be left for it. **Clear** posts what is left against the account you choose — *price variance* unless you pick another. Orders still waiting for goods or a bill are expected to hold something; they are folded away under the list. An amount not tied to any order or bill (entries posted to the account by hand) is shown with a link to its ledger.
4. **Orders waiting** — purchase and sales orders still owed goods that no open receipt or delivery expects: most were validated without a backorder before 1.72, or had a receipt or delivery cancelled. Each row says what is owed, in the line's unit. **Open order** takes you there to choose **Receive the rest** (or **Deliver the rest**) or **Close the rest**. Nothing posts.
Reading the check needs the *Valuation — view* right (or the right to post journal entries); every correction needs the right to post journal entries.
## The dashboard
Total value, units, receipts and deliveries this period, products below reorder, lots expiring, and the fulfilment queue at a glance.
## Common questions
**Stock shows in the wrong warehouse.** Transfer it, don't adjust it — a transfer keeps the history honest.
**On-hand is right but value looks wrong.** A receipt was validated at the wrong price, or landed cost was ticked on a line it shouldn't have been. Moves history shows the layer. **Revalue** on the product sets the cost you type for the units on hand and posts the matching entry; the **Health check** shows whether the books and the valuation agree.
**Can I sell below zero?** No. A delivery ships what is on the shelf and keeps the rest open as a backorder (with nothing on the shelf it stays open as it is); transfers, counts, withdrawals, returns, receipt corrections and the till refuse to take a shelf below zero. Receive first.
**I validated without a backorder by mistake.** Open the order and press **Reopen the rest**: the goods are expected again and a receipt (or delivery) is made for them. If the receipt itself was wrong, cancel it instead: the rest opens again with it. A sales order already invoiced can't take its rest back — make a new order for it.
**Two of us pressed Validate at once.** The second one waits a moment and then sees what the first did: the same goods are never shipped twice, and a receipt is never received twice.
**Why can't I change this product's unit, costing method or inventory account?** Its history depends on them. The unit and type are fixed once the product is used anywhere; the costing method and stock accounts are fixed while stock is on hand. The cost of stock on hand changes with **Revalue**: type the new cost, and Tamra works out the amount from what the valuation holds and posts the matching entry.
**Should I press Correct on every difference?** No — first find out where it comes from. Align the products in step 1, then look at the account's ledger: a difference from a hand-posted entry that is right (an opening balance) is fixed by bringing the stock in, not by correcting the books.
**How do I do a stocktake?** One adjustment per warehouse, entered over the day, completed when the count is done. Freeze receipts and deliveries during the count.
**Where are serial numbers on the invoice?** On the delivery note, not the invoice; the invoice bills, the delivery ships.
## If something goes wrong
- **Validate refuses** → the shelf doesn't hold enough (the message says what is there), every quantity is 0 (cancel it instead if nothing is coming), the picking is a vendor return (validate it in **Returns**), your role lacks the right for this kind of picking, a tracked product without its numbers, or a closed period.
- **"Only … on … — can't take …"** → someone moved or used the stock since the document was made. Check **Moves history** for the product, then lower the quantity or move the stock back first.
- **A location won't change or delete** → it holds stock (move it out first) or has stock history (it stays, for the record).
- **A product doesn't appear on hand** → it's a consumable or service, which carry no stock, or the receipt is still *Ready*.
- **A banner says stock on hand didn't load** → the figures are missing, not zero — usually a brief connection hiccup, and nothing has been changed. **Try again** (or Refresh data).
- **Reserved quantities look stuck** → a confirmed sales order was never delivered or cancelled. Find it in the fulfilment queue.
- **Valuation and Books differ** → open **Valuation → Health check**: it shows the difference for each stock account, the products that don't line up, and what is left in goods received not billed on closed orders. Usually an entry was posted to a stock account by hand; the account's ledger shows it.
- **The health check says it needs a database update** → the 1.71 update (inv_02 true cost) hasn't been run yet in Supabase.
# Manufacturing
Bills of materials with their cost and what the stock can build, routings and work centres, manufacturing orders and the shop floor, unbuilding finished goods built by mistake, the dashboard, material planning (MRP), capacity, subcontracting, and how a finished product gets its cost.
If you make things, **Manufacturing** turns components into finished products and tells you what to buy and when. Its documents follow the same rules as the rest of Tamra — a draft is free, confirming commits, completing moves stock and posts cost — so nothing here will feel foreign after *Selling* and *Buying*. And when something was built by mistake, **Unbuild** takes it back apart, stock and books together.
## The dashboard
**Manufacturing → Dashboard** shows production at a glance, top to bottom:
- **Built this month** (units and their cost, against last month), **On the floor** (confirmed and in-progress orders), **Late** (on the floor past their planned date), **Short of components** (open orders the stock does not cover) and **Unbuilt this month**. Each figure opens what it counts.
- **Orders by stage** — Draft, Confirmed, In progress and Done this month, with their cost. Click a stage to open the orders list on it.
- **Built by month** over the last twelve months, **By product** and the **work centres'** queued hours.
- **Needs attention** — orders short of components, late orders, orders whose work orders are all done (ready to complete), paused work and drafts older than a week — and **Recent production**.
Everything *built* is counted net of what was unbuilt since: a batch of 20 with 4 unbuilt counts as 16.
## Bills of materials
A **bill of materials** (BoM) is the recipe: the finished **product**, the **quantity** the recipe makes, and the **components** — each a product with a quantity and unit. A component's unit can differ from the one it is stocked in, within the same kind: 500 **g** of flour kept in **kg** costs and consumes 0.5 kg. A unit that doesn't convert (grams of something counted in pieces) is marked on the line, and completing is refused until it is fixed. A BoM can name a **routing** (the operations that make it) and can be marked **subcontracted** (below). A product can have more than one BoM; the manufacturing order picks which. Sub-assemblies are simply components that have their own BoM.
The list shows what each recipe **costs per unit today** — its components at their current cost in the line's unit (a gram of flour at 3.50 a kilo costs 0.0035), plus its routing's labour, plus a subcontractor's fee — and **how many the stock on hand can build**, with the component that limits it (hover the number). Open a BoM to see the same roll-up under its components: materials, labour, the fee, the cost per unit and what can be built now. A row's **⋮** offers **Edit**, **New MO from this BoM**, **Duplicate** (a copy to change and save as a new BoM) and **Delete**.
## Routings and work centres
A **work centre** is a machine, a line or a team with an hourly cost and a capacity in hours a day. A **routing** is the ordered list of **operations** to make a product, each at a work centre with an expected duration. Routings make **work orders** possible and give **capacity planning** something to measure; a simple assembly business can skip them and use BoMs alone.
The routings list shows each routing's steps, its time per unit, its work centres and how many BoMs use it; **Duplicate** copies one to change. The work centres list shows each centre's rate, capacity, efficiency, the hours queued on it now and the account its labour is posted to.
A routing or work centre that a confirmed or running order uses can't be deleted: the message names the order — complete or cancel it first, or untick **Active** to stop using a work centre. Recipes and draft or finished orders that use a deleted routing are detached from it, and an order whose routing was deleted after it was confirmed still waits for its work orders and books their labour.
## Manufacturing orders
A **manufacturing order** (MO) is the instruction to build a quantity of a product from its BoM. The (i) on the order explains its stages:
| Status | Meaning |
|---|---|
| **Draft** | Planned; nothing committed; still editable. |
| **Confirmed** | Components are **reserved** for this order so they aren't allocated twice; work orders are created from the routing. |
| **In progress** | Work has started on the shop floor. |
| **Done** | **Complete** records what actually happened: consumes the raw materials out of stock, produces the finished goods into stock, and posts the cost journal entry. |
| **Unbuilt** | A done order whose goods were all taken back apart (see [Unbuilding](#unbuilding-finished-goods)). |
| **Cancelled** | Reservations released, and its open work orders cancelled (minutes already worked are kept). |
The list's chips show one group at a time — Draft, **On the floor**, **Late**, Confirmed, In progress, Done, **Unbuilt**, Cancelled — and a late order shows its planned date in amber. Each row has one **⋮** with the steps the order can take now: **Preview**, **Open** (**Edit** on a draft), **Confirm**, **Complete…**, **Return to draft**, **Unbuild…**, **Build it again**, **Duplicate**, and below a line, in red, **Cancel MO** and **Delete**. Clicking a row opens its preview, with the next step it is waiting for as a button.
On completion you capture the **actual** consumed and produced quantities, not just the plan — scrap, over-consumption and short runs are normal. Producing fewer or more than planned? **Components for N** under the quantity scales every component to it in one click. The finished product's cost is built from what went into it: components consumed at their own cost — the average, FIFO's oldest layers, or the standard, converted to the unit they are stocked in — plus routing time at the work centre's rate, rolled into each finished unit. The books post exactly what the components' valuation released. A finished product kept at **standard cost** comes into stock at its standard, and the difference from what the order actually cost goes to price variance. A finished product not kept in stock — a consumable or a service made on an order — books its cost to its own expense account (the product's, else its category's, else the company's): there is no stock to carry it. A product with serial numbers is built in whole pieces. The dialog shows each component's current cost and the stock on hand in its own unit (*2 kg on hand*, *short 0.5 kg*). A component on two lines is checked against the shelf for both together, and each line keeps its own consumed quantity and cost.
**Duplicate** opens a new draft with the order's product, quantity, BoM, routing and components — nothing is saved until you save it.
Who may: creating an order needs the *Manufacturing orders — create* right; editing, confirming, completing, returning to draft and cancelling need *edit*; deleting a draft needs *delete*. **Complete** pressed twice, or by two people at once, completes the order once — the second sees it is already done.
## The shop floor
**Shop Floor** is the operator's view: the work orders of confirmed orders, one per operation, grouped by work centre, in states *Waiting → Ready → Running → Paused → Done*. **Start**, **Pause**, **Resume** and **Done** record the time actually spent, which feeds the product's labour cost and the capacity picture; a running order shows its timer. The work orders of a cancelled or completed order can't be started, paused, resumed or finished.
## Unbuilding finished goods
Built the wrong thing, with the wrong components, or too many? **Unbuild** takes finished goods back apart — the way the order built them, in reverse — while they are still in stock.
**To unbuild:** open the done order (or its row's **⋮** → **Unbuild…**) and choose **Unbuild**. Then:
1. **How many** — all that is left by default; you can unbuild part of an order now and more later.
2. **On** — the date of the reversing journal: from the day the order was completed to today, and after any closed period.
3. **What comes back** — each component's share, at the cost the order consumed it at, going back to the shelf it came from, under its own lot or serial number. A part damaged while taking the goods apart can be written off instead: lower its **Back to stock**, and the rest is written off to the inventory loss account. Components not kept in stock (consumables) are reversed in the books only. A part with serial numbers comes back in whole pieces: by default the whole ones of its share, the rest written off. The labour goes back to the expense account it was absorbed from.
4. **Why** — required; pick *Wrong components*, *Wrong quantity*, *Quality problem* or *Built by mistake*, or say it in your own words. The reason stays on the record.
**What happens, in one step:** the finished goods leave the stock location the order put them in, at the cost the order built them for; the components come back; one journal, numbered with the unbuild (**UB-…**), reverses it on the date you picked. Should the goods' value in stock differ from what the order built them for (some of them came in since at another cost), the difference goes to inventory gain or loss — the dialog shows the value and any difference before you unbuild. A standard-cost product leaves at its standard, and the price variance its order booked goes back to the account the order booked it to, above or below the standard; the dialog shows that too. The last unbuild of an order takes exactly what is left of it, to the cent, and an order unbuilt in full gives every part back at exactly the value it was used at.
**The goods must still be on the shelf.** If some were moved to another stock location, the dialog says how many and offers **Transfers** — move them back first. If some were sold, delivered or used, it offers **Customer returns** — take them back first — or unbuild fewer. Goods reserved for orders waiting to be delivered can be unbuilt, but the dialog warns you: those deliveries may come up short.
**Afterwards:** the order shows how many were unbuilt (and **Unbuilt** once all of them are); its history lists each unbuild — what came back, what was written off, who did it and why, with its journal. **Build it again** opens a new draft order for the same product and quantity, linked to the one you unbuilt (each shows the other). **Manufacturing → Unbuilds** lists every unbuild with what left stock, the components that came back, what was written off and the labour reversed.
Unbuilding needs permission to edit manufacturing orders.
## Planning (MRP)
**Planning** answers one question: given everything you've committed to make, do you have enough materials — and if not, what should you order or build? For each component it nets **demand** (what open manufacturing orders will consume) against **on hand** and **incoming** (open purchase orders and other MOs). Demand is counted in the unit the part is stocked in — a recipe's 500 g of flour kept in kilos is 0.5 kg — and a purchase order counts as incoming only for what it still has to deliver. A shortfall is flagged with a suggested action — **buy** for purchased parts, **make** for sub-assemblies — and the page totals what's short, what to purchase and what to manufacture.
You can act on it from the page: **New MO** on a part you make opens a new manufacturing order for the shortfall (its BoM loaded); **New RFQ** on a part you buy opens a request for quotation with the line on it; **Buy all** puts every shortage to buy on one RFQ. Nothing is saved until you save it.
> Example: an open order needs 500 of a part; you hold 120 and 80 are arriving on a PO. 500 − 120 − 80 = 300 short → MRP proposes purchasing 300.
## Capacity
**Capacity** shows each work centre's queued load against its daily hours — *idle, light, moderate, heavy, overloaded* — as the working days it would take to clear, so you can see a bottleneck before the shop floor does. Open a centre to see its queued work orders.
## Subcontracting
When a step is done by an outside vendor — you send components (or they source their own) and they return the finished product for a per-unit fee. Mark the BoM **subcontracted**, name the **subcontractor** and the **service cost**; that fee becomes part of the product's cost alongside its materials. **Subcontracting** lists subcontracted BoMs, subcontractors, and the average service cost per unit; a row opens its BoM.
> Example: a finished item uses 40 of components and the subcontractor charges 15 per unit → each unit costs 55; build 100 → 5,500.
## Reports
**Manufacturing → Reports**: production overview, product performance, batch cost analysis, component consumption and work-centre performance. Units unbuilt later come off their batch — the reports count what still stands, at the unit cost it was built for; a batch unbuilt in full drops out.
## Common questions
**Do I need routings?** Only if you want work orders, labour cost, or capacity planning. BoMs alone are enough to consume and produce.
**The finished cost looks too low.** Labour isn't included because there's no routing, or a component's cost is zero because it was received free. Moves history on the component shows.
**A recipe in grams of something bought by the kilo?** Fine — give the line the unit *g*; costs and stock are converted (500 g = 0.5 kg). Grams and kilograms convert; grams and pieces don't.
**Can I build without all components in stock?** Confirm reserves what exists; completion refuses to consume what isn't there. Receive first, or adjust the plan.
**A sub-assembly and its parent in one go?** Two orders; complete the sub-assembly first so the parent consumes it at its real cost.
**I built the wrong product — do I cancel the order?** A done order can't be cancelled; unbuild it. Its goods leave stock, its components come back and its journal is reversed — then **Build it again** if you still need the right ones.
**Can I unbuild goods I already sold?** Not while they are with the customer: take them back with a customer return first, then unbuild.
**Some parts broke while we took it apart.** Lower their **Back to stock**; the rest of their value is written off as an inventory loss on the same journal.
**Can I undo an unbuild?** No — build the goods again with **Build it again**, which starts from the same product, quantity and components.
## If something goes wrong
- **"Your role can't…" when you save a recipe, a routing or a work centre** → recipes, routings and work centres need **Bill of Materials create** or **edit** (deleting a recipe, its delete right; a routing or work centre, edit or delete); orders need **Manufacturing Orders create** or **edit**, and are changed directly only while they are drafts. Work orders change only on the shop floor (Start, Pause, Resume, Done), as the person signed in. The built-in Manager and Operator roles have create and edit; Viewer only reads.
- **Confirm is refused** → the BoM has no components, or a component isn't a product that can be consumed.
- **Complete is refused** → produced or consumed quantities are blank or negative, a tracked component has no lot, a work order is still open (finish it on the shop floor), the stock doesn't cover a component in its own unit, or a line's unit doesn't convert to the unit the component is stocked in.
- **MRP shows a shortage you've already ordered** → the PO isn't confirmed, so it isn't *incoming*.
- **Deleting a routing or work centre is refused** → a confirmed or running order uses it, and the message names it: complete or cancel that order first, or untick **Active** on the work centre.
- **Complete says the work centre has been deleted** → its labour hours can't be costed: return the order to draft and choose a work centre, or complete it with 0 labour hours.
- **Capacity shows overloaded but the floor is idle** → work orders were never started or finished; the load counts planned hours until they're done.
- **Unbuild says the goods are not on the shelf** → they were moved (transfer them back) or sold (a customer return first) — or unbuild fewer.
- **Unbuild says the books are closed** → pick a date after the lock date.
- **Unbuild asks for an inventory loss account** → a part is being written off and no loss account is set: set one in **Settings → Account Mapping**, or put it all back to stock.
- **Unbuild needs the 1.56.0 database update** → run the update file in the Supabase SQL editor once; the Unbuilds page fills as orders are unbuilt.
# Maintenance (MRO)
The equipment register, spare parts, withdrawing parts from stock against equipment, and what maintenance costs.
**MRO** — maintenance, repair and operations — is where you keep the machines running and know what it costs. Two things live here: the **equipment** you maintain, and the **spare parts** you consume doing it. Withdrawing a part from stock against a piece of equipment is what turns a shelf item into a maintenance cost.
## The equipment register
Every machine, vehicle, building system or tool worth tracking is an **equipment** record: **name**, **type** (production, vehicle, building, tool, other), manufacturer, model, **serial number**, **location**, **purchase** and **commissioning** dates, notes. Equipment can nest — a compressor as child of a plant — with **Add child equipment**, and can link to a **fixed asset** so its book value and its maintenance history are one story.
| Status | Meaning |
|---|---|
| **Active** | In service. |
| **Under maintenance** | Out of service for work; the dashboard counts it. |
| **Decommissioned** | Retired; history kept. |
Open an equipment record for its withdrawals — every part ever consumed on it, with date, quantity and cost — the practical answer to "what has this machine cost us?"
## Spare parts
A spare part is a product flagged **spare part**, stocked like any other and valued the same way. **Spare Parts** is that slice of the catalogue: on hand (from the shelves — the same figures as **Inventory → On hand**), value, and **below reorder** so you can restock before a breakdown does it for you. Buy them through purchase orders and receipts like anything else.
## Withdrawals
A **withdrawal** takes parts out of stock for maintenance. **Withdrawals → New**: the **equipment** it's for (optional but the whole point), a **reason**, and lines — the part and the quantity. The cost isn't typed: the line shows the part's **stock cost**, and the value is an estimate until posting. Save as **Draft**; **Post** when the parts are actually taken.
Posting moves the parts out of inventory at the stock's own cost — the average, FIFO's oldest layers, or the standard, the same way a delivery takes stock — and charges exactly that to the company's maintenance expense account, out of the part's **MRO inventory account** — so the P&L shows maintenance as a cost of the period, and the equipment shows what was spent on it. **Cancel** on a posted withdrawal reverses both and puts the parts back at exactly the cost they left at, each under the lot or serial number it left with. The reversal is dated today (the first open day, should today be locked), so a withdrawal from a month that is now locked can be cancelled too; the locked month isn't touched. A part the valuation holds at no value still leaves the shelf, with nothing to post.
A withdrawal can't take more than the shelf holds — posting is refused with what is there — and a part with serial numbers is taken in whole pieces. Posting needs the *Withdrawals — create* right and cancelling needs *Withdrawals — edit*; a withdrawal can be cancelled once.
## The dashboard
Equipment by status, what's under maintenance right now, spend this period, spare-parts value and what's below reorder.
## Common questions
**A contractor did the work — no parts from stock.** That's a vendor bill to the maintenance expense account, not a withdrawal; note the equipment in the bill's reference.
**Can I schedule preventive maintenance?** Use tasks and reminders in Projects or the Calendar for now; the equipment's withdrawal history tells you the intervals that have been true.
**Parts came back unused.** Cancel the withdrawal if it's whole; otherwise a stock adjustment back in, with the reason.
## If something goes wrong
- **Post is refused** → not enough on hand for a line, or the part isn't flagged as stockable.
- **The cost went to the wrong account** → the value leaves the part's own MRO inventory account (or the company's MRO inventory) and is charged to the company's maintenance expense account; check the product's Accounting tab and the company's default accounts.
- **Equipment doesn't appear in the picker** → it's decommissioned.
# Projects and timesheets
Projects with budgets and billing types, tasks and the Gantt view, timesheets, milestones, invoicing time and materials, and the project's own channel.
**Projects** is for work that runs over weeks with a customer, a budget and people's time on it — consulting, installations, builds, retainers. Time logged on a project becomes hours to invoice or cost to absorb; milestones mark the money moments; every project has a place where its people talk.
## A project
**Projects → New**: **name**, **customer**, **manager**, **start** and **end** dates, **budget** and **currency**, and the **billing type** that decides how money works:
| Billing type | Meaning |
|---|---|
| **Fixed price** | The customer pays an agreed amount, usually against milestones. Hours are cost, not revenue. |
| **Time & materials** | Hours are billed at the project's **hourly rate** (or the employee's), plus expenses. |
| **Non-billable** | Internal work; hours are tracked for cost and capacity only. |
| Status | Meaning |
|---|---|
| **Draft** | Being set up. |
| **Active** | Running; time can be logged. |
| **On hold** | Paused; no time logging. |
| **Completed** | Done; history kept. |
| **Cancelled** | Abandoned. |
## Tasks
Work broken into pieces: a task has a title, an assignee, start and due dates, an estimate, and a status — *To do → In progress → Review → Done* (or *Cancelled*). **Tasks** shows them as a list or a **Gantt** chart by date; **All Tasks** across projects is the team's board. A task can be marked **billable** or not, which the timesheets inherit.
## Timesheets
**Timesheets → Log time**: the project, the task, the date, the hours, a description, and whether it's billable. Employees log their own; managers see everyone's under **All Timesheets**, by period, with totals and a *no time logged* warning for projects that have gone quiet. Time is what the project's **Hours logged**, **Earned (T&M)** and cost figures are built from.
## Milestones
Dated targets — *design approved, phase 1 delivered, go-live* — each **Pending** until marked **Achieved** (or **Missed**). On a fixed-price project a milestone usually corresponds to an invoice; achieving it is the signal to bill.
## Invoicing a project
Open the project's **Overview**. For **time & materials**, unbilled billable hours show as **Pending invoicing** with their value at the rate; **Create invoice** turns them into a draft invoice for the customer with one line per task or a summary line, and marks those hours **Invoiced** when the invoice posts. For **fixed price**, create the invoice from the milestone or from Sales as usual, referencing the project on the invoice's *Other info*. Expenses claimed against a project (the claim carries the project) can be added to the same invoice.
## The Overview
Budget against cost to date, hours logged against estimate, progress, earned value on T&M, pending and invoiced amounts, the milestones' state, and the team. When a project is quietly going over, this page is where it shows first.
## The project channel
Every project has a **channel** — a conversation thread for its team, the same chat as *Working together* but scoped to the project — so decisions and files stay with the work, not in someone's inbox.
## Reports
Hours by project and employee, billable versus non-billable, budget versus actual, pending invoicing across projects.
Totals across projects — here, on the Projects dashboard and on **Milestones** — add each project in your company's currency at the rate on file (**Settings → Exchange Rates**), never dollars as if they were dirhams. A currency with no rate on file is named beside the total instead of being added in.
## Common questions
**Can a task belong to no project?** No; tasks live in projects. For personal to-dos, use the home screen's Tasks & Reminders.
**Hourly rate per employee or per project?** The project's rate applies unless the employee record carries a billing rate, which wins.
**Time was logged to the wrong task.** Edit the timesheet entry while it's unbilled; once invoiced, it's locked — correct with a credit note and a new entry.
**Can a customer see progress?** Not yet as a portal; export the Overview or email the milestone report.
**Can I delete a project?** Yes, with its tasks and milestones — unless time is logged against it or one of its tasks: Tamra says so, in words. Set it to *Completed* or *Cancelled* instead, or delete its time entries first. A task with time logged is set to *Done* or *Cancelled* the same way.
## If something goes wrong
- **"Your role can't…" when you save, move a task or log time** → changing projects, milestones and timesheets needs **Projects create** or **edit**; moving and changing tasks needs **Tasks create** or **edit**; deleting needs the delete right. The built-in Manager and Operator roles have create and edit; Payroll and Viewer only read. Ask whoever runs **Users & Roles**.
- **Log time is refused** → the project is on hold, completed or draft; only *Active* projects take time.
- **Pending invoicing shows zero with hours logged** → the hours are non-billable, or the project is fixed-price.
- **Create invoice fails** → the customer on the project is missing or inactive.
# CRM
Leads and how they become customers, deals through the pipeline with board, table, timeline and calendar views, activities and next steps, and the numbers a sales manager watches.
**CRM** is the front of the funnel: people who might buy (**leads**), opportunities worth money (**deals**), and the calls, emails and meetings that move them (**activities**). When a deal is won it hands over to *Selling* — a quotation for a customer who already exists.
## Leads
A lead is a name that might become a customer: **company name**, **contact name**, email and phone, **source** (website, referral, exhibition, cold call — yours to define), an **owner**, a **score** if you rate them, notes.
| Status | Meaning |
|---|---|
| **New** | Just in; nobody's spoken to them. |
| **Contacted** | First conversation happened. |
| **Qualified** | Real need, real budget, real timing. |
| **Converted** | Became a customer (and usually a deal). |
| **Lost** | Not going anywhere; the reason is kept. |
**Convert** creates the customer record in one step and, if you want, a deal — the lead keeps its history and links to both. A customer made this way keeps its books in your company's currency. Unassigned leads sit in a shared pool until someone takes them.
**A lead is a page.** Click a lead to open it as its own page: its score, a status bar (New, Contacted, Qualified, Converted, with Lost apart), its activity, reminders and files, and its details, which save as you leave each field. Choosing **Converted** opens **Convert to deal**, so a lead only becomes converted when its deal is made; afterwards the lead shows **Its deal**.
**Web form.** **Leads → Web form** gives your company its own enquiry form: share its link, or paste its one line of code into your website. A visitor leaves their name, an email or phone, their company and a message; it arrives as a **New** lead (source *Website form*), and the person you choose gets a *Reply to …* task on Home. Spam is kept out quietly. Switch **Accepting enquiries** off to close the form; the panel also shows how many enquiries came in.
## Deals
A deal is an opportunity with a **name**, a **customer**, a **value**, an **expected close** date, a **probability**, an **owner**, a **stage**, and a **next step** — the one sentence that says what happens next and when. Stages are the columns of your pipeline; the defaults run from first contact to proposal to negotiation, and you can rename or add stages to match how you sell.
Four ways to look at the same deals:
- **Board** — a column per stage; drag a card to move it. A thin line of segments beside each stage shows how far along the pipeline it sits.
- **Table** — your deals in groups: **Group by** Stage, Owner, Close month or None. Each group shows its count, total and weighted value, opens and closes with a click (Tamra remembers which), and ends with **+ Add deal**, pre-filled for that group. **Drag a deal onto another group** to change its stage (with that stage's probability) or its owner. Cells read as plain text; hover a row to edit value, probability, close date, owner or stage in place. Sort by any column (Shift-click for a second level), drag columns to reorder, select rows for bulk changes.
- **Timeline** — deals laid along their expected-close dates.
- **Calendar** — the same by month.
- **Forecast** — what is open, weighted and won this quarter, and what is past its close date; a chart by month (won, weighted, best case) for the next 3, 6 or 12 months; by month or by owner, with each row opening to its deals.
**Won** and **Lost** are the two ends; a won deal offers to create the quotation there and then. The owner's note says the outcome first — *Deal won: …*, *Deal lost: …*, *Deal moved: …* — and money is always labelled in the currency it is in. The dashboard shows the pipeline by stage, weighted value (value × probability), what's expected to close this month, and **Won (lifetime)** per customer.
**A deal is a page.** Click any deal to open it as its own page. At the top: the deal's name (click to change it), the customer and owner, and the value with its weighted value and close date. Below, a bar of your stages: click one to move the deal there. The main card holds the deal's **Activity** (log calls, meetings, emails and tasks with **+ Add activity**), **Notes**, **Files** and **Reminders**; the side cards hold the **Details** and the **Customer**. Changes save as you go: leave a field and it is saved, with a quiet *Saved* beside the title. **Create quotation** and **Create sales order** are at the top right — made in the customer's own currency when they have one, at that day's rate; **Delete deal** is under **⋯**. A new deal opens the same page with its name ready to type: press **Create deal** (or ⌘/Ctrl + Enter).
**Updates.** The deal's **Updates** tab is the team's conversation about it, newest first. Type **@** to mention a teammate: they hear about it on their bell, and the notification opens the deal. Press ⌘/Ctrl + Enter to post. You can edit or delete your own updates; edited ones say so.
**Activities are tasks too.** When you plan a call, meeting, email or task on a deal or a lead, it also lands in the task list of the person it belongs to: on Home (it reads, for example, *Call · Annual stationery supply*), in the Calendar and in the bell at 9:00. Tick it done on Home and the deal shows it done; reschedule it on the deal and the task moves. Click it on Home to open the deal.
**The deal's documents.** **Create quotation** and **Create sales order** start a draft that remembers the deal and open it in the editor; each needs the right to create (or edit) quotations or sales orders, and says so when your role hasn't it. Orders made from that quotation, and invoices made from those orders, keep the link, so the deal's **Documents** card always lists them, with their status and amount. The **Customer** card shows what the customer owes, what is overdue, and their credit limit.
**Your own fields.** On any deal or lead page, **Add a field** (under the details) adds a field of your own: text, number, date, dropdown, checkbox, or a teammate. It then appears on every deal (or lead) and saves as you go. In the same panel you can rename a field, edit a dropdown's options, hide a field you no longer need (hidden fields keep their values), or delete it for good, values and all.
In **Deals → Table**, each of your fields is a column of its own (sort it, or drag it where you like), and the search box looks inside your fields too. The **+** at the end of the header row adds a new field. In **Leads**, your lead fields are columns too: the **+** at the end of the header row adds one, and you can drag any column's header to move it.
**Rules.** **Deals → Rules** holds three switches, each off until you turn it on: remind a deal's owner when the deal has been quiet for a number of days you choose; nudge the owner when an open deal passes its close date; and share new leads out in turn among the people you tick. The reminders arrive as tasks on Home, in the Calendar and on the bell, and nobody is reminded twice about the same thing. The rules are checked while someone in the company has Tamra open, every few minutes; each acts at most every half hour.
**The Deals table** works like every list in Tamra: **Views** saves a layout, the **⚙** menu shows, hides and orders columns, groups (Stage, Owner, Close month…) and exports; drag a header to move a column. It starts grouped by stage, each group with its stage line and weighted value and a **+ Add deal** at the end; drag a deal onto another group to move it. Shift-click a second header to sort by two columns, and tick deals to move several to a stage or give them an owner at once.
**Pipelines.** If you sell in different ways, give each its own pipeline: **Deals →** the pipeline menu → **Manage pipelines…** adds one (it starts with the standard stages) and lets you rename it and edit its stages. The menu then switches between them; the board shows one at a time, the table and forecast one or all. A deal moves only through its own pipeline's stages, and its page can move it to another pipeline.
**Insights.** **Deals → Insights** turns the pipeline into answers for the period you choose: the win rate, the time from first contact to won, the average deal; where open deals wait too long (the longest-waiting deal opens on a click); which lead sources turn into money; each person's numbers; and why deals are lost.
**Stages that move themselves.** When a quotation made from a deal is sent, the deal moves to your **Proposal** stage (if you have one); when the customer confirms it, a sales order is confirmed, or an invoice is issued, the deal is **Won**. Deals only ever move forward, won and lost deals stay put, and a move you make by hand always stands. Each automatic move leaves a note on the deal saying why.
**Colour means something.** Open stages are neutral — where a deal stands is shown by position, the line of segments. Won deals show in green, lost ones in red, and a close date turns red only when an open deal is overdue (a won or lost deal is never overdue).
## Activities
Every touch with a lead or deal is an **activity**: a **call**, **email**, **meeting**, **note**, or **task**, with a date and an owner. Open activities are the day's to-do — **Today**, **This week**, **Overdue** — across all your deals; marking one done and setting the next step is the daily rhythm that keeps a pipeline honest. Emails sent from Tamra to a contact appear here automatically.
## Contacts
The people at customers and leads — names, roles, emails, phones — shared with the partner record, so the person you quoted is the person the invoice goes to.
**A customer is a page.** Click a customer in **Contacts** to open their page: what they owe (overdue in red), a sentence with their open deals, what was won this year and their credit limit (kept in the customer's own currency), then their **Deals**, the **Activity** on those deals, their **Documents** and how to reach them. A deal opens right there (**Back** returns to the customer); **New deal** starts one already made out to them; **Edit customer** opens their record.
## Common questions
**Lead or deal?** A lead is a *who*; a deal is a *what for how much*. One lead can become several deals over time.
**Can I skip leads?** Yes. Create the customer and the deal directly; leads earn their keep when many enquiries arrive and someone has to qualify them.
**Where do won deals go?** To Selling — the quotation carries the deal's reference, and the deal shows the quotation, order and invoice it led to under TRACE.
**Probability — who sets it?** The stage suggests it; the owner can override per deal. Weighted pipeline uses whatever is on the deal.
## If something goes wrong
- **A deal is missing from the board** → it's won, lost, or filtered by owner. Switch the filter to *All*.
- **Convert lead refuses** → no company name, or a customer with that name already exists — pick it instead of creating a duplicate.
- **Activities show overdue for deals I closed** → close the activities too; won or lost doesn't cancel them.
# Point of sale
Setting up terminals and payment methods, cashier sessions with floats and Z-reports, ringing sales and refunds on the terminal, and how a day at the till reaches the books.
**POS** is Tamra for a counter: a cashier opens a **session** on a **terminal**, rings sales and refunds, takes payment by cash, card or anything else you accept, and closes the session with a drawer count. Each sale reaches the books as it is paid, and closing squares the drawer with the books, so the accountant sees a day's takings and any difference in the drawer, tied to the session.
## Setting up
**POS → Configuration.**
- **Terminals** — one per till: a **code**, a **name**, the **stock location** it sells from (sales reduce stock there), and a **default walk-in customer** for sales with no named customer.
- **Payment methods** — each with a **name**, a **kind** (*cash, card, bank transfer, voucher, other*), the **ledger account** the money lands in, and a sort order for the payment screen. Cash needs a drawer account; card methods usually point at a clearing account that the acquirer's payout later clears.
- **Settings** — receipt header and footer, whether prices include tax, rounding.
Products sell at the **active price list**'s price, with the product's sale tax; the terminal shows the tax breakdown on the receipt.
## Sessions
A session is one cashier's shift on a terminal — open it at the start, ring sales through it, close it at the end. Only one session can be open per terminal.
**Open POS session**: choose the terminal and enter the **opening cash float** — the change put in the drawer. Every sale, refund and payment then rings against the open session.
**Close POS session**: count the drawer and enter the **cash counted**. Tamra compares it with the **expected closing** — float + cash kept from sales (the cash handed over, less the change given back) − cash refunds — and shows the **variance**, over or short. The figure is worked out on the server from the session's own sales and refunds, so it is the same in the close dialog and on the Z-report. The closing summary is your **Z-report**: sales by payment method, refunds, tax breakdown, gross and net, expected and counted cash. The (i) on the page walks the arithmetic with an example: open with 200, take 1,500 cash, refund 50 → expected 1,650; count 1,645 → 5 short.
**Over or short reaches the books (since 1.73).** When the count differs, closing posts the difference to **Cash Over/Short**, so the books match the drawer:
| The drawer is | Debit | Credit |
|---|---|---|
| over by 3.00 | Cash 3.00 | Cash Over/Short 3.00 |
| short by 5.00 | Cash Over/Short 5.00 | Cash 5.00 |
The cash account is the one your Cash payment method lands in. Cash Over/Short is your chart's own account of that name (*Cash over & short*, *Over/Short* and the like are found); if there is none, Tamra adds **Cash Over/Short** under expenses (code 6995, or the next free code after it, in order) the first time it is needed. An opening float below zero is refused. The entry is dated the company's today, names the session (its reference is the session's name) and is kept on the session. A count that matches posts nothing.
Cash taken out of the drawer or put in by hand during a shift isn't recorded on the session, so it shows as over or short at closing — leave the drawer alone until the count.
**Earlier sessions.** Below today's sessions, **Earlier sessions** lists the ones opened before today, newest first (**Show more** brings the next page) — or pick one day with the date box. Each has its **Z-report**, so yesterday's close is there to see again. The Z-report's tax breakdown names each rate as a percentage (*5%*), and a sale refunded in full still counts in the session's gross sales, with its refund taken off.
## The terminal
Search or scan products; tap to add; change quantities; apply a **discount** on a line or the sale. Pick a **customer** for a named sale (their price list and TRN apply) or leave it as walk-in. **Take payment**: one method or split across several — 300 card, the rest cash — until the balance is zero. When the customer hands over more cash than is due — 120 for a 105 sale — the change to give back (15.00) shows on the screen and prints on the receipt and in the order's details. Change only ever comes out of the drawer, so a card, or any method but cash, pays no more than is still due plus the cash this sale has already taken; typed above that, the window says what it can take (*Card can't take more than AED 105.00 here: change comes out of the cash drawer, and this sale has no cash to give it from.*). A product with serial numbers sells in whole pieces.
**To the fils.** Each line is worked out to the fils (cent): quantity × price, less the line's discount, then its tax, each rounded — and the total is the sum of the lines, the same figure the books post. So a 20.05 item with 5% VAT is **21.05**, and paying 21.05 completes the sale (before 1.73 the screen could hold an unrounded 21.0525 and never reach *paid*). The order posts, the receipt prints or emails, stock moves from the terminal's location.
A draft that the customer walked away from is **voided**, not posted. Void is for drafts only: a sale that posted is undone by a refund, and a refunded sale and its refund stay on the books. **Orders** lists every order of the session and before, with details and receipt reprint.
## Refunds
Open the original order → **Refund** → select the quantities coming back → the refund method (it starts on the way the sale was paid: the method that paid the most of it). Stock returns to the location (into the lots it came from), tax is reversed, the refund counts against the session. A sale whose session is closed is refunded from an open one — the same till's, or else your own open session — and the refund window says which; that session's Z-report and expected cash count it. A refund made while a session is closing goes to an open session too. A cash refund comes out of the paying session's drawer and can't take it below zero: *Only AED 20.00 is in the cash drawer of …* — refund that much in cash and the rest by card, or refund from the session that holds the cash. A sale already refunded in full says so. An item sold at 100% off posts like any other; a sale with nothing to book (free goods that cost nothing) posts without a journal entry. Refunds without an original order aren't possible — that's the control. A posted sale changes only through **Refund** and **Void**, whoever asks and however: its lines and payments can't be edited afterwards.
**Line by line (since 1.73).** Each line of the sale can be refunded up to what that line sold, less what was refunded from it before — also when the same product is on two lines (two prices, or a free one). A refund is rung in the sale's own session while it is still open, and a cash refund comes off that session's expected cash. A line refunded in parts gives back what was paid for it and no more: each part takes its share, and the last part takes what is left, VAT included (three parts of a line paid 10.51 gave back 10.53).
## What the books see
Each sale posts its own journal entry when it is paid: revenue and tax, each payment method's account for what it took, and the stock's cost of goods sold. A sale records the cashier who was signed in, and ringing, changing or refunding sales needs *POS Terminal — use*, on the terminal or any other way. A refund posts the reverse of what it brings back. Closing the session posts only the drawer difference, to Cash Over/Short (above). **Reports** show sales by terminal, by payment method, by hour, and tax breakdown for the VAT return.
## Common questions
**Can two cashiers share a terminal?** One session at a time; the second cashier closes the first session and opens their own, or uses another terminal.
**A card payment was declined after we posted.** Refund the order to the card method and re-ring; the session stays right.
**Do POS sales appear in Sales → Invoices?** They're POS orders, not invoices; a customer who needs a tax invoice gets one printed from the order, or you create an invoice for the named customer instead of ringing it.
**Offline?** The terminal needs the connection to post a sale. If it drops, wait until it is back before taking payment, and don't close the session until it is.
## If something goes wrong
- **Open session is refused** → a session is already open on that terminal; close it.
- **Products don't show** → *Can be sold* is off, or no price on the active list.
- **Variance is large** → check refunds paid in cash were refunded through the terminal, not from the drawer by hand, and that no cash was taken out or put in by hand during the shift.
- **A cash refund is refused: "Only … is in the cash drawer"** → the session paying it holds less cash than the refund. Refund up to that in cash and the rest by card, or refund from the session that holds the cash.
- **The payment window says a card can't take more** → change comes out of the drawer, and the sale hasn't that much cash. Put no more than is due on the card; cash pays the rest.
- **Close is refused: *The till has no cash account*** → set the Cash payment method's account under POS → Configuration, then close again (only needed when the count differs).
- **A sale won't complete at the exact total** → since 1.73 the total is to the fils; if it still happens, reload the terminal so it runs the new version.
- **Payment method missing on the screen** → it has no ledger account or is inactive.
# People — HR and payroll
Employees, contracts, departments and positions, attendance and leave with approvals, and payroll — cycles, components, structures, salaries, runs, WPS files — with the country rules that come with your pack.
**HR** holds the people and their contracts, tracks attendance and leave, and runs payroll. The country pack brings the rules that differ by country — the UAE's end-of-service gratuity and the Wage Protection System among them — so the arithmetic is Tamra's job, not yours.
## Employees
An employee record: name and contact details, **department**, **position**, **hire date**, manager, identifiers, and a **status**:
| Status | Meaning |
|---|---|
| **Active** | Working. |
| **Probation** | New; probation end date tracked. |
| **On leave** | Away on approved leave. |
| **Notice period** | Leaving on a known date. |
| **Terminated** | Left; record kept for history and end-of-service. |
| **Suspended** | Not working, not left. |
Employees who also use Tamra are linked to their **user**, so expense claims, leave requests and timesheets know who they are. Linking a sign-in needs **Users & Roles**. A person's ID numbers, bank details, birth date and personal contacts are seen by HR editors, payroll and the person themselves; everyone else sees name, work contacts, department, position, manager and dates. **Departments** and **Positions** are simple lists you maintain; **Holidays** is the public-holiday calendar that attendance and leave respect.
## Contracts
A **contract** is the employment terms with dates: type, start and end, **base salary**, working hours, probation. Statuses run *Draft → Active → Expired* or *Terminated*, and a new contract **supersedes** the old one, keeping history. Payroll reads the active contract.
## Attendance
Daily records per employee — *present, absent, on leave, holiday, weekend, half day, remote* — your own, or anyone's with **Attendance edit** — entered by hand, imported from a time clock, or filled from approved leave and the holiday calendar. Attendance feeds unpaid-leave deductions and overtime where your components use them. A day covered by an approved (or taken) leave request reads **On leave** in the register — today's and the month's — never *Absent*, paid or unpaid alike; payroll alone tells those apart.
**Hours and overtime.** At check-out Tamra works the day out: the time from check-in to check-out, less the break, against the day's hours — the active contract's, or, for someone without a contract, Monday to Friday, 8 hours a day. The break isn't working time: under UAE law nobody works more than five hours in a row without at least an hour's break, so a day past five hours has up to an hour off (a longer break given counts as given). Only time past the day's hours is overtime; on a day that isn't a working day, all of it is. Attendance recorded before 1.94 keeps the overtime it was given.
## Leave
**Leave types** (annual, sick, unpaid, maternity, and whatever your policy has) with entitlements per year and whether they're paid. An employee raises a **leave request** — type, dates, days, reason:
| Status | Meaning |
|---|---|
| **Draft → Submitted** | Waiting for approval. |
| **Approved / Rejected** | Decided by the manager, with a reason if rejected. |
| **Taken** | The dates have passed. |
| **Cancelled** | Withdrawn. |
Approvals appear in the manager's queue on the phone as well as here. Balances show on the employee record and on the request. Nobody approves or rejects their own leave, and the approver recorded is whoever decides. You can cancel your own request while it waits; once decided, an approver cancels it, and leave that has started can't be cancelled. A request over days already approved or waiting is refused, naming the other request: change or cancel that one first. Each unpaid day comes off the pay once.
**Balances that accrue.** A balance accrues from the hire date: the type's days for the year to someone employed since the year before, else a twelfth a month for each completed month of service. A new year's balance starts with what was left of the old one, up to the type's **carry-over limit**. The days on a request are counted by Tamra — calendar days, a half day as half — and a type that **applies after** some days of service is refused before them.
## Payroll
Under **Payroll**, five things set up once, then a run each period.
- **Pay cycles** — how often (monthly is usual), the **pay day of month** or an **offset** after period end.
- **Salary components** — each **earning** or **deduction** with a **code**, a **calculation method** (fixed amount, percentage of basic, percentage of gross, overtime, formula) and, for an earning, whether it is **fixed** or **variable** pay in the WPS file. An earning may name an **expense account** instead of the company's Salary Expense; a deduction **must** name the account it goes to — a loan repayment back to **Employee Receivables**, an absence back to **Salaries & Wages**, a fine or an insurance share to the liability it is owed to — and Approve refuses one without. Basic salary, housing, transport, overtime, loan deductions, social contributions.
- **Salary structures** — a named bundle of components applied to a group of employees.
- **Employee salaries** — per employee: **basic salary**, the structure or cycle, and each component's amount, **effective from** and **to** — so a raise is a new line, not an overwrite.
- **Payroll runs** — the period, the pay date, the employees.
**Who a run pays.** Anyone whose **last working day** (Employment tab) is on or after the period's start, up to that day, whatever their status today — someone whose last day was 10 October is paid all of September in a run made after they left — and, with no last working day, everyone still employed: status *Active*, *Probation*, *On leave* or *Notice period*, with **Currently employed** ticked on their record. People who left before the period, and people *Suspended* with no last working day, are not paid. The Payroll screen counts and previews the same people the run pays, and names anyone with a salary in the period whom the run leaves out, with the reason (*last working day 30 Aug*). Two runs can't cover the same days.
**Paid for the days each salary covers.** A joiner, a leaver or a raise mid-period is paid for the calendar days each salary record covers, out of the period's days — someone hired on the 10th of a 30-day month gets 21/30. A raise saved in **Salaries** closes the old record the day before the new one starts, and a change of salary structure in the period pays each structure's lines for its own days, as the basic is. Approved **unpaid leave** comes off at the month's working days (**Payroll Settings**, 22 unless you set another), and the payslip's attendance column shows the unpaid days.
**Overtime.** The hours in the attendance register are paid at basic ÷ 240 × 1.25 — the UAE's hourly rate plus a quarter — or at the rate set on the structure's **Overtime** line. Every company has an Overtime component; on a structure it sets its own rate, off it a run adds the line itself when there are hours.
**Percentages.** A *% of basic* line is worked on the basic salary; a *% of gross* line on the gross the other lines make (basic plus every other earning — never another % of gross line). Every line is rounded to the fils, and the payslip, on screen and printed, shows each percentage line's rate (*25.0% of basic*, *10.0% of gross*).
**Pay by attendance.** With **Prorate pay by attendance** ticked (the **Payroll Settings** card), earnings follow the days present out of the working days. Approved paid leave and paid public holidays count as present; unpaid leave does not; deductions stay whole. Someone with no working day in the period is paid nothing, and the run goes on for everyone else.
### A run's life
| State | Meaning |
|---|---|
| **Draft** | Period and employees chosen. |
| **Computed** | Every employee's gross, deductions and net calculated; review the lines, adjust one-offs. **Recompute** works every payslip out again and keeps a payslip's Returned and Voided payments. |
| **Approved** | Locked, by someone other than whoever computed it; the payroll **journal entry** posts — salary expense, each deduction to its own account, net pay owed. A payslip below zero or a deduction without an account stops it. |
| **Paid** | Every payslip paid: **Mark Paid** asks for the date, the bank the money left from (a bank or cash account in your company's own currency) and which payslips; untick one to leave it owed, and **Pay the rest** later. A transfer the bank sends back is marked **Returned** on its payslip and owed again. Paying and returning use the Salaries Payable account the run was approved to, even if Payroll Settings has changed since. **Void payment** works on a partly paid run too: it reverses each payment still standing, for its own amount on its own date, and a returned transfer stays returned. **Unapprove** reverses on the original date. |
| **Cancelled** | Voided before approval. |
**Two people.** Whoever computes a run doesn't approve it, and nobody changes their own salary or bank details or approves their own leave: someone else in payroll does. Where one person runs payroll and HR, a Super Admin can switch on **One person runs payroll here** in **Payroll Settings**, and the company's other Super Admins are told. Where nobody else could do it, the one person can anyway. **Unapprove** and **Void payment** ask for a reason, which goes on the reversing entry, and the payslips of an approved or paid run don't change. Salaries, structures, components, pay cycles and contracts need **Payroll edit**; when someone's bank details change, the company's Super Admins and the employee are told. A run approved, cancelled or voided by two people at the same moment is approved, cancelled or voided once.
### Expense claims with the salary
An approved expense claim paid back **With the salary** (Expenses → Reimburse) waits for the next run that includes its employee. **Compute** adds it to their payslip — net pay is earnings − deductions + claims, so the salary transfer and the WPS file pay it; it isn’t salary, so it isn’t in gross and no deduction is worked on it. **Approve** clears what the claim owed (Dr Employee payables) in the run’s entry and marks the claim paid back; **Unapprove** puts it back to waiting. The run lists the claims it pays, and the payslip — on screen and printed — shows them under **Expense claims paid back**. If a claim changes after the run was computed (taken out of payroll, sent back or corrected), the run goes back to *Draft*: compute it again. See [Expenses](expenses.html#paid-with-the-salary).
### Paying salaries — WPS (UAE)
The UAE's Wage Protection System requires private-sector salaries to be paid through approved channels. Once a run is approved, **WPS file** makes the Salary Information File in the layout the UAE banks publish: one *EDR* line per employee — the 14-digit **MOHRE person ID** (UAE tab of the employee, from the labour card), the bank's 9-digit routing code, the IBAN, the period, its days, fixed pay, variable pay (overtime, bonuses, commissions) and unpaid days — and one *SCR* line for the employer: the 13-digit **establishment ID** and bank routing code from **Payroll Settings**, the file's date and time, the salary month, the count and the total. The file is named by the establishment ID and the moment (*1234567890123261028100509.SIF*). Upload it on the bank's WPS portal and the bank sends the transfers. The file pays what is still owed: payslips already paid are left out, and one paid in part is in it for the rest, so a file made after one salary came back pays that salary only. Once every payslip is paid, the file lists them all and the message says so: don't send it to the bank to pay again. The button names who is missing what before anything is made, and the (i) *What is WPS, and what's the SIF file?* explains it in place.
### End of service — gratuity (UAE)
When an employee leaves, the **EOSB calculator** — it offers everyone still employed, including people serving notice — works the gratuity under Federal Decree-Law 33 of 2021: basic salary only, at least one year's service to qualify, 21 days' basic pay per year for the first five years and 30 days per year after, part years in proportion, capped at two years' wages, approved unpaid leave left out of the service. Years are counted to the day, and a year is complete on its anniversary (across a 29 February it came a day early). Basic 9,000, seven years served: daily wage 300; 5 × 21 × 300 = 31,500 plus 2 × 30 × 300 = 18,000 → 49,500. The (i) on the calculator shows the same. Other countries' rules arrive with their packs.
**The provision.** The **End-of-service provision** card on the Payroll dashboard shows what the company would owe if everyone left at a month end, person by person, and **Book the provision** posts the change since the last booking as **End of Service Benefit Expense (6160)** against **Provision for End of Service (2233)**, the chart's own, or the accounts the company names, so the cost lands in the months the service was given. **Undo last booking** reverses it on its own date, with a reason, and the same date can then be booked again.
Someone who has left stays on the card — *Left 10 Oct: kept until their final payslip is paid* — until the payslip covering their last working day is paid; then they come off, and the next booking releases their provision. Each booking brings the provision account to what the card shows: *booked before* is what the account holds on the date, so an entry made on it by hand (a gratuity paid out of the provision, say) is taken in, and the card says by how much. The first booking after 1.94 does this for everything booked before.
## Common questions
**Who runs payroll?** The **Payroll** role, or any role with payroll rights. Managers don't have payroll by default: give the Payroll role to a manager who runs it.
**Can an employee see their own payslip?** Payslips print from the run per employee; sending them by email is a click per run.
**Mid-month joiner?** The run prorates basic by days from the contract start; components set *per day* follow.
**A deduction for a loan?** A deduction component with a fixed amount on the employee's salary, effective until the loan is repaid.
**Leave without pay?** Approved unpaid leave feeds attendance; a *per day* deduction component reads those days in the run.
## If something goes wrong
- **Compute shows zero for an employee** → no active contract, or no salary line effective in the period.
- **The run won't approve** → a negative net pay somewhere; fix the component or the one-off.
- **Mark Paid doesn't offer a bank** → it is kept in another currency; salaries are paid from a bank or cash account in your company's currency.
- **A leave request is refused: "… already has leave on …"** → the days overlap a request already approved or waiting. Change or cancel that one first, or ask for other days.
- **Overtime looks too high on days before 1.94** → attendance recorded before the update keeps its overtime (someone without a contract had every hour counted). Look those days over before the run: the update doesn't change them.
- **WPS file rejected by the bank** → an employer or employee identifier is missing or malformed; the **WPS file** button names who is missing what before the file is made. The establishment ID has 13 digits, a person ID 14, a routing code 9.
- **The deduction "…" has no account** → open the component under **Components** and choose the account it goes to; the run approves after that.
- **Payslip … has net pay below zero** → the deductions on that payslip are more than the pay: lower the deduction or spread the loan over more months, then compute again.
- **Leave balance looks wrong** → the entitlement on the leave type is per year and prorated from hire date; check the type.
# Working together
Scribe pages and databases with live numbers from the books, the Documents library and e-signatures, Chat teams and channels, the Calendar, Helpdesk tickets, notifications, and Eagle — the assistant that answers from your data and this guide.
Around the documents and the books, Tamra has the places where people write, talk, file and ask. They share one idea: everything links. A page can show today's receivables; a chat can hold an invoice; a ticket can carry the customer; a reminder lands on the calendar that already knows when invoices fall due.
## Scribe
**Scribe** is the company's notebook and wiki. **Spaces** hold **pages**; pages hold rich text, tables, checklists, code, images, and **databases** — tables whose rows have typed properties (text, number, date, select, person, checkbox) and that can be viewed as a table or a board. A page can have an icon and a cover. Several people can edit the same page at once and see each other's cursors.
Two things make Scribe more than a notebook:
- **Live values** — a block that shows a number from the books, kept current: a customer's amount due, this month's revenue, stock of a product. A procedure page that shows the real figure beside the instruction.
- **Reminders** — *add this page to your calendar*: a page becomes a task with a date, and it's on the home screen's Agenda.
A page in someone's personal space stays theirs: it isn't in other people's search results, or in the activity on Scribe's home.
**Who can do what.** Scribe has its own switches in Settings → Users & Roles: pages (view, create, edit, delete) and shared spaces (create, edit, delete). A Viewer reads; Operators and Payroll add and change pages and spaces; Managers and Admins also delete. Anyone deletes a page they made themselves, unless someone else's page sits under it, and a space they made, when every page in it is theirs. Your own private space is always yours. A page you can't change opens read-only, like a locked one. Comments are their writer's to change; Managers and Admins can delete any. A page locked for admins is changed or deleted only by the person who made it or a Super Admin, and only they can lock a page that way. A share link is revoked by the person who made it or an Admin.
**A space's properties.** Every page in a space has its **properties**: **Status**, **Priority**, **Due** and **Owner**, and any the space adds from **⋯ → Properties** (also **Properties → Edit space properties**, or **+** at the end of a table's headings): **Text**, **Number**, **Select**, **Multi-select**, **Date**, **Checkbox**, **Person**, **URL**, **Email** and **Phone**. A number can show plain, as **1,234.56**, as **Money** in a currency, or as a **Percent** (the arrow beside it). Drag a property by its grip to change the order. A Text property can become a URL, Email or Phone one and back, and a Select a Multi-select and back, without losing what the pages hold. On a page, the properties sit in one line under the title; the arrow opens them as a table to fill in.
**A space's views.** A space opens on its **views**, as tabs: **All pages** to begin with, and **+** adds a **List**, **Gallery**, **Table** or **Board** view. Each view keeps its own layout (the four buttons at the right change it), its **Filter** — rules such as *Status is In progress*, *Amount > 10,000* or *Owner is Me*, matching all of them or any — its **Sort**, on several levels (in a table, a column's heading sorts too; Shift-click adds a level), and its **Properties**: the columns a table shows, or what a card or list row shows. **Group** sorts a list, gallery or table into groups by Status, Priority, Owner, Creator, Tags, or a Select, Multi-select, Person or Checkbox property: each group has a heading with its count, and a click folds it (a page with several choices of a Multi-select is in each of their groups). A board's columns are its groups, Status unless Group says otherwise; dragging a card to another column changes that property, and **Hide empty columns** leaves out the empty ones. Under a table's last row, **Calculate** adds up a column — **Sum**, **Average**, **Min**, **Max**, **Count**, **Filled**, **Empty**, **% filled**, **% ticked**, **Earliest**, **Latest** — and a grouped table shows the same under each group. Click the open tab to rename, duplicate or delete it, or **Download as CSV**: the view's pages in its order with the columns its table shows, numbers as numbers and dates as 2026-10-17 (on a phone, the share sheet). The magnifier searches the space's pages by title. List and Gallery show the space's top pages until a filter or a search looks through all of them. Views belong to the space and everyone in it sees them; changes made by someone who may change the space are saved for everyone, and anyone else can still filter and sort, for themselves only. The tab you had open is remembered on your device. On a computer or tablet the space's page uses the whole width of the window, with larger type, and a table's columns stretch to fill it; the table scrolls sideways only when its columns no longer fit.
**Comments** sit beside the text. A note dropped in the home screen's **Mind** card can be **sent to Scribe** with one click and becomes a page in the space you choose.
**Saving.** A page saves as you type — a few seconds after you stop, at least every 10 seconds while you keep going, and at once when you switch tab or close it; the top of the page says *Saving…*, *Saved* or *Not saved — retrying*. Until the server has your latest words they are also kept in this browser, so a crash, a refresh or a lost connection doesn't lose them: they come back the next time you open the page here. When two people edit and save the same page, each save adds to the other's — neither overwrites. If a page can't be read (no connection), it says so and offers **Try again** (it also tries again by itself when the connection is back) — it never opens blank. **Duplicate** copies the page as it is at that moment; **⋯ → Version history** lists earlier versions in words, and **Restore this version** puts that version's text back into the page (its title too; tags and cover stay).
**The Trash.** A deleted page goes to Scribe's **Trash** with every page under it: they leave the space together, and **Restore** brings them back together, each in its place. A page whose parent is still in the Trash is restored to the top of its space. **Delete forever** says how many sub-pages go with the page, and can't be undone.
**Writing on a page.** Type **/** at the start of a line for the block menu (headings, lists, to-dos, toggles, tables, callouts, pictures, links, live values); after other words on a line, the menu only offers blocks whose name starts with what you type, so *AED 3 /kg* or *500 /month* stay as you wrote them. **@** and a name mentions a teammate (the list closes when you move away), **[[** links a record — the record then lists the page in its **Notes**, and taking that chip out of the page again takes the page off. The records a page is linked to are listed at its foot, each with **×** to unlink it, and a chip whose record was deleted is struck through (click it to take the link off and keep the words). In a table, a cell that starts with **=** is a formula (`=sum`, `=B2*C2` …) that stays live: while you type it, it stays as you wrote it, and it shows its value when you press **Enter** or **Tab**, click **Apply formula**, or move out of the cell; typing a value over it replaces the formula. While you are in a table, letters over the columns and numbers beside the rows show each cell's address; writing a formula, click a cell to add its address or drag across cells for a range, and the cells it reads are outlined. The letters and numbers are also handles: click one to select that whole column or row and open its menu — a colour (it shows at once; the menu stays open to try another), insert above or below (left or right), duplicate, move, clear or delete; a column also sorts and aligns. Drag a letter or a number to move its column or row. Formulas follow their cells when rows and columns move, are put in, copied or deleted — a total keeps adding up its whole block, and a formula that read a deleted cell shows `#REF!`. The header row stays first. Drag across a block of cells to colour it from the bar above it. **Ctrl+Enter** (⌘+Enter) folds or unfolds the toggle you're in. Drop pictures or files where they should go — several at once — or paste a screenshot. A **locked** page can be read, its toggles folded and its links followed, but nothing on it changes until it's unlocked.
**Text and paragraph tools.** Select words and a bar appears: **Turn into** (Text, Heading 1 to 4, lists, quote), **B**, **I**, **U** (underline), **S**, inline code, link, font and colour — a plain colour, or one of six **gradients** (*Ocean*, *Orchid*, *Sunset*, *Gold*, *Meadow*, *Dusk*; a gradient and a colour replace each other, and **No colour** clears either) — and **⋯** with the rest: **Outdent** and **Indent**, **Subscript**, **Superscript** and **Clear formatting**, and on a Letter page also **Align** left, center, right or justify and **Line spacing** (Default, 1.0, 1.15, 1.5, 2.0). On a Letter page with its Format bar, this bar is small and keeps only link, strikethrough, inline code, subscript, superscript and clear formatting; the rest is on the Format bar. Clear formatting takes away bold, italic, underline, colours, gradients, fonts and highlights and the line's align, indent and spacing; links, record links and live values stay. The **⠿** handle beside a line has **Indent** and **Outdent** for any line, not just list items, and on a Letter page **Align** and **Line spacing** too. Select several lines first and they all change together. On a Letter page, to set a line before you write it, type **/center**, **/right**, **/justify** or **/left** at the start of it. **Tab** at the start of a line indents it and **Shift+Tab** takes it back; **Backspace** at the start of an indented line also takes it back a step. In a list Tab still makes a sub-item, in a table it moves to the next cell, and in the middle of a line it moves on. Every button and menu shows its key: **Ctrl+U** (⌘U on a Mac) underline, **Ctrl+Shift+L / E / R / J** (⌘⇧) align left, center, right and justify, **Ctrl+,** and **Ctrl+.** subscript and superscript, **Ctrl+\\** clear formatting, **Ctrl+Alt+1** to **4** (⌘⌥) the headings. Print and Open in PDF show all of it as on screen.
**Share a page by link.** In a page's **⋯** menu, choose **Share by link…**, pick how long the link should work (**7 days**, **30 days** or **No end date**) and **Create link** — it's copied, ready to paste into an email. Anyone with the link reads the page in their browser, without a Tamra login: read-only, with your company's name at the top, and always the page as it is now, so your later edits reach them too. The same window lists every link with how often it was opened, and **Switch off** stops a link at once. Only people who can see a page can share it, so a page in someone's personal space can only be shared by its owner.
**The Letter layout.** For a letter, open **Aa** (Page style) at the top of the page and pick **Letter**. The page becomes a sheet of A4 paper (US Letter when **Print / PDF** is set to Letter). Its margins are the writing area of your letterhead, from **Settings → Branding** (20 mm all round if you have no letterhead), so the words sit where they will print. A dashed line with a small number marks where each new page will start. The line is worked out the way Open in PDF and Print cut the pages: between lines, never through one, never one line of a paragraph alone at the foot or the head of a page, never through a table row, picture, callout or code block. A heading always stays with the line under it. The letterhead itself is not drawn on the sheet: it goes on in the PDF module, with the stamps and signatures. On a phone the sheet shrinks to fit and shows no page lines, because the text keeps its size there and would wrap differently from paper. In the Letter layout, **Print** and **Open in PDF** give the letter alone, with no title, cover, icon, properties, tags or date line, upright, in the letterhead's writing area. That also suits letterhead paper that is already printed: put it in the printer and **Print**. Type **/Address block** to choose a customer or vendor and type in their name, the person it is for, their address and TRN; it is ordinary text, so change it as you like. **/Today's date** types the date. Pages made from the letter templates open in the Letter layout; pick another layout and the page keeps it. **Duplicate** and **Translate** keep the layout.
**Writing together.** Several people can work in one page at once and see each other's words and cursors as they type. Only people who may edit the page can change it; what is typed, the cursors and who is on the page reach only people who may see it. Pictures and files you add to a page are kept in your company's own folder.
**The Format bar.** A page in the Letter layout has a Format bar under its top bar (on a computer or tablet, for people who may edit the page): **Undo** and **Redo**, **Text style** (Text, Heading 1 to 4, Quote), **Font**, **Size**, **B**, **I**, **U**, text colour (with the six gradients), highlight, align left, center, right and justify, bulleted, numbered and to-do lists, **Outdent**, **Indent** and **Line spacing**, and at its right end the page the cursor is on (*Page 2 of 3*). Sizes are in points, from a short list: 9, 10, 11, 12, 14, 16 and 20; **−** and **+** step through them (**Ctrl+Shift+,** and **Ctrl+Shift+.**, ⌘⇧ on a Mac), and **Default** goes back to the page's own size. They print and go into Open in PDF as set. On a smaller window the bar folds: the paragraph tools into **¶**, then the style, font and size into **Aa**; it stays one row and never covers the paper. **Tab** reaches the bar as one stop, the arrow keys move along it, and **Esc** goes back to the text. Notes pages have no Format bar: their tools appear when you select words, from the ⠿ handle and from the / menu.
**Notes and letters.** Notes layouts (Default, Editorial, Compact, Airy) read like notes: every line flush left, one text size and the layout's own spacing, on screen and in Print and Open in PDF. A letter's alignment, sizes and line spacing stay in the page: switch it back to the Letter layout and they return. **The desk.** The **Desk** button at the bottom right of a Letter page puts the sheet on a desk: Plain, Mist, Sage, Dusk, Clay, Harbour, Dot grid, Graph paper, Linen, Waves or Grain, or **Shuffle** for one at random. A letter is plain until someone picks one. The desk belongs to the page (everyone who opens it sees it), follows the light or dark theme, and is never printed.
**Page style.** **Aa**, beside Comments at the top of a page, opens Page style (so does **⋯ → Page style…**): the five layouts as small pictures, the **Typeface** (Default, Serif, Monospace) and, on notes pages, the **Width** (Narrow or Wide). On a letter it adds the **Paper** (A4 or Letter), the **Writing area** (**Letterhead**, from **Settings → Branding**, or **Plain paper**), **Text size** (9 to 20 points), **Line spacing** (1.0, 1.15, 1.5, 2.0) and **Space after** each paragraph (0 to 12 points); the sheet changes at once, and Print, Open in PDF and the page lines on the sheet follow it. **Page numbers** and the **Format bar** switch on and off here too. Someone who may change company settings can **Save as house style**: every letter that has no style of its own then uses that typeface, paper, size and spacing, and **Use house style** puts a letter back on it.
**Find and replace.** **Ctrl+F** (⌘F on a Mac) on a page, or **⋯ → Find in page**, opens Find at the top right: every place the words appear is marked, the bar counts them (*3 of 12*), **Enter** and **Shift+Enter** (or the arrows) go to the next and the previous one, and **Aa** matches capitals exactly. Someone who may edit the page also gets **Replace**: type the new words, then **Replace** for the current one (it moves on to the next) or **All** for every one at once. Replacing is an ordinary edit — **Undo** takes it back, and it works with two people on the page. **Esc** closes Find and leaves the last match selected. **Keyboard shortcuts:** **⋯ → Keyboard shortcuts** or **Ctrl+Alt+/** (⌘⌥/ on a Mac) lists every key a page answers to, written the way your computer writes them (⌘⇧E on a Mac, Ctrl+Shift+E elsewhere). **Ctrl+/** still opens the search for pages. Keys a browser also uses (Ctrl+Shift+R, Ctrl+Shift+J, ⌘⇧H, ⌘⇧B) belong to the page while you write in it: on a notes page the align and size keys simply do nothing there, rather than reload the page.
**On a phone.** While you write a page on a phone, a row of keys sits on top of the keyboard — **+** (insert), **Aa** (style, font, colour and gradient, highlight; on a letter also size and alignment), **B**, **I**, **U**, lists, **Indent**, **Outdent**, **Undo**, **Redo** and **⌄** to put the keyboard away; see *Tamra on your phone*.
**Letter parts and page breaks.** A **+** appears in the margin beside an empty line; it opens the same list as **/**. On a letter that list starts with **Letter parts**: **Date** (16 October 2026, 16/10/2026 or Friday, 16 October 2026), **Reference** (*Ref:* in bold), **Address block**, **Subject** (*Subject:* in bold, and what you type after it), **Salutation** (Dear Sir / Madam, · Dear … · To whom it may concern,), **Closing** (Yours faithfully, · Yours sincerely, · Kind regards,), **Space for signature**, **Enclosures** (*Encl.:*) and **cc** (*cc:*). A part with choices opens them with Enter, → or a click (← or Esc goes back), and typing a choice's words finds it directly. They are plain words in the letter's own style: nothing signs or stamps here. **Page break** (in the / list, or **Ctrl+Enter** / ⌘+Enter on a letter, outside a toggle, list or table) starts a new page: on screen a dashed line says *Page break* and the sheet's page line moves under it, and Print and Open in PDF start the next page there too. **Space for signature** leaves about 18 mm of room, outlined on screen and blank on paper, and keeps the closing above it and the name under it on the same page.
**Letters on your letterhead.** Write the letter on any page, then the page's **⋯ → Open in PDF**: the page becomes a PDF, laid out for the writing area of your letterhead (from **Settings → Branding**), and opens in the PDF module with the **Letterhead** panel beside it. **Put it on** shows it on the pages at once; from there it stays changeable — **Every page** or **First page only**; the content **As it is** or **Fit it in**, then its **Size** (%) and **Position** (millimetres from the left and from the top) with − and +, by typing, or with ↑ ↓ in the box — and **Take it off** or **Undo** (⌘Z) take any step back. The panel sits beside the pages, so you see each step as you make it. The people designated for it then sign and stamp it (**Mark up → Signatures / Stamps**), on top of the letterhead; save it to the Library, download or email it from there. **New page → Letters** has seven letter templates to start from, and they open in the Letter layout: a blank *Letter*, *To whom it may concern*, *No objection letter*, *Salary certificate*, *Experience certificate*, *Notice to customers* and *Quotation cover letter* — with the parts to fill in marked in square brackets. **Print** prints the page itself, on plain paper, with the same look: to-dos as a box beside their text (done ones struck through), callouts, tables and quotes as on screen, empty lines kept, and the page margins on every page. **Page numbers** (in **Print / PDF**) puts *Page 1 of 3* under each page, for Print and for Open in PDF alike, and only when there is more than one page.
**The PDF module's other tools.** **⋯ More → Reduce size…** makes a smaller copy of the document you have open — **Smallest** (for reading on screen), **Balanced** (for email) or **High** (for printing): the pictures inside are re-saved smaller, while text and lines stay sharp and selectable; the size before and after shows before you choose, and the original stays in the list. In the **Documents** list, **Select** lets you tick several documents and **Download .zip** puts them in one file, each with its changes — marks, arranged pages and letterhead.
## Documents
**Documents** is the company's file library — colour folders, search that reads inside PDFs, expiry dates that remind you, versions, private folders, share links, sending files to a customer, and e-signatures. It has its own chapter: **Documents**.
Files also live beside the records they belong to: link a Library file to a bill or an invoice and it appears in that record's **Files** rail.
Who can upload, change and delete files and folders, and who sees a signature request, is in **Documents → Who can do what**.
## Chat
**Chat** has **teams**, each with **channels** (topics) and **direct messages**. Messages support formatting, mentions (@name), files, forwarding, pinning and reactions; a thread of pinned messages sits at the top of each channel. Every **project** has its own channel automatically. A channel can have an **email address** — anything mailed to it appears in the channel, which turns a shared inbox into a conversation; the address can be regenerated if it leaks. Archive a channel when its work is done.
**Who can read what.** A **public channel** is open to everyone in its team — the default team is everyone in the company. A **private channel** is open to the people listed on it and whoever created it. A **direct message** is open to its two people. Everything in a conversation follows the same rule: its messages, its files, its unread counts and the notifications its @mentions send. A link to a conversation you are not in says so instead of opening it.
**Long conversations.** A conversation opens on its newest messages; **Show earlier messages** at the top brings the ones before, and the feed follows new messages while you are at the bottom. Search in a channel looks through all its posts and replies, not only what is on screen. The search at the top of Tamra (**⌘K**, or **Ctrl-K**) finds chat messages too — only in conversations open to you. A record shared into a channel shows as its card, as in a direct message, and one shared from a thread's reply box goes into that thread.
## Calendar
Tasks with dates, subtasks, notes and a **Mark done**; the invoices and bills falling due; scheduled deliveries; leave; reminders from Scribe. The home screen's **Agenda** is the next seven days of this calendar.
Most records — quotations, sales and purchase orders, invoices, bills, payments, expenses, RFQs, customers, vendors, products, deals, leads and manufacturing orders — have a **Reminders** tab: add a reminder about that record and it rings in the bell, sits in the Calendar, and opens the record. Expiry reminders from **Documents** land here too. **Subscribe** adds it to Google, Apple or Outlook so it's on your phone's calendar too (it arrives named *Tamra*). The subscribe link opens your tasks without a sign-in, so keep it to yourself; nobody else can change it.
**Reminders ring on time** in the bell while Tamra is open on your computer — checked every minute, and once, however many windows or computers you have open; the phone app rings its own. **Repeating tasks** roll forward to the next one however you finish them — the tick on Home, **Done** in the task, or dragging the card to *Done* in the Calendar — and the next one keeps the same reminder (*the day before at 9* stays the day before). Typed on Home, *every day* and *every 3 days* repeat as written. Due dates count whole days on your own calendar: due today reads *Today*, due yesterday *1d overdue*.
## Helpdesk
Customer support as **tickets**: a **subject**, the **customer** and a **contact email**, a **priority** (*low, medium, high, critical*), an **SLA policy** that sets response and resolution targets, **tags**, an **assignee**, the first customer message, and an internal description the customer never sees.
| Status | Meaning |
|---|---|
| **Open** | New, unassigned or untouched. |
| **In progress** | Someone is on it. |
| **Waiting** | Waiting on the customer. |
| **Resolved** | Fixed; awaiting closure. |
| **Closed** | Done. |
The ticket's **timeline** holds every message and status change; replies go to the contact's email and their answers come back onto the ticket. Notes in Scribe can be attached for the fix that took a page to explain. The dashboard shows open tickets by priority and SLA breaches.
## Two people on one document
Tamra holds a document while one person's change goes through, so two people working on it at the same moment can't undo each other. A tab still showing a draft invoice that someone else has since posted can't put it back to draft: **Save** or **Post** there changes nothing and says *INV-0004 was posted by someone else — reopen it*. Two payments recorded at once on one invoice or bill both count, and nobody unposts a document while a payment is being recorded on it. A credit note, a debit note or a deposit can't be used twice at once; a payroll run approved twice at once is approved once; a bill edited while it is being posted keeps what was posted; and a posting can't land in a month someone is locking at that moment.
## Notifications
The bell in the top bar: approvals waiting for you, mentions, tickets assigned, invoices approved, bills posted, deals won or lost, expense decisions, payroll computed. Each opens the thing it's about. **Settings → Preferences** chooses which of them arrive in the bell.
## Eagle
The owl in the corner is **Eagle**, Tamra's assistant. It reads your live data and this guide, so it can answer both kinds of question:
- *About your numbers* — the financial summary, cash position, aged receivables and payables, overdue invoices, unpaid bills, a partner's details, a report on a period.
- *About the app* — how to apply an advance, what closing a reconciliation period does, where a setting lives.
- *About your files* — *find the tenancy contract*, *the licence that mentions Al Quoz*: Eagle searches Documents by name, tag and the words inside PDFs, and opens the one you want.
Eagle offers only what your role can do: a role without the financial reports doesn't get the financial summary or the cash position, and one without bills doesn't get unpaid bills. It can also **do** things you confirm: draft an invoice, a quotation or a journal entry; compose an email; create a calendar task or a Scribe page; build a report; take you to the right page. It never posts, pays or sends without you pressing the button.
## Common questions
**Who can see a Scribe space?** Its members; spaces are private to the people added to them, and pages inherit that.
**Can a customer sign without a Tamra account?** Yes — the signing page needs only the email link.
**Chat history is searchable?** Across channels and DMs you belong to.
**Can Eagle change my books?** No. It drafts; you post.
**Who can see a folder in Documents?** Everyone in the company, unless it's private — then only the people chosen, its maker and the admins.
## If something goes wrong
- **A live value shows —** → the page's viewer lacks permission on that data, or the source document was deleted.
- **A signer didn't get the email** → check the address on the request; resend from *Remind pending signers*.
- **The channel address bounces** → it was regenerated; copy the current one from the channel's settings.
- **Eagle answers "I can't see that"** → your role doesn't have the permission it would need; Eagle sees exactly what you see.
- **Eagle says your sign-in has ended** → your session ran out, or you signed out in another tab. Sign in again and ask once more.
# Documents
The Library — colour folders, search that reads inside PDFs, expiry dates that remind you, versions, private folders, share links, sending files to a customer, and getting a document signed.
**Documents** is where the company keeps its files — trade licences and tenancy contracts, supplier certificates, signed agreements, the scan behind a bill. Open it from the rail on the left: **Library** is the file browser, **Signatures** holds the requests you've sent for signing.
## The Library at a glance
The sidebar lists the places to look:
- **All files** — every folder and file.
- **Starred** — the files you starred. Your stars are yours alone.
- **Expiring** — files whose expiry date has passed or falls within 60 days, the most urgent first.
- **Recent** — the files you opened, downloaded or uploaded, newest first.
- **From records** — every file attached to a bill, invoice, order, expense or journal entry, in one place.
- Your **folders**, then **Trash**.
Along the top: the path you're in, **search** (press **⌘/** — **Ctrl /** on Windows — to jump to it), **New folder** and **Upload**. Files show as **Grid**, **List** or **Gallery** (pictures only). The line at the foot of the sidebar shows how much storage the company uses.
## Folders
**New folder** asks for a name, a **colour** and, if you like, a **glyph** — a small symbol on the folder, so *Contracts* and *Payroll* are told apart at a glance. Folders can hold folders.
Right-click a folder, or use its **⋯** button, for **Open**, **Colour, glyph and name**, **New folder inside**, **Move to…**, **Who can see it** and **Delete folder**. Deleting a folder moves the files and folders inside it up one level — nothing is lost.
To move files or folders, drag them onto a folder: in the grid, in the list, in the sidebar, or onto a folder in the path at the top.
## Uploading files
Press **Upload**, or drag files from your computer anywhere onto the Library — they go into the folder you're in. Each file is checked against what's already there: if the same file exists, even under another name, Tamra says where (*Already in Contracts*) and offers **Upload anyway** or **Skip**.
As a PDF uploads, Tamra reads it once — the words on its pages, so search can find it, and a picture of page one for its card. Photos get a small copy too, so the Gallery opens quickly.
> A scanned PDF has no words to read. It gets its picture, but search finds it by name and tags only.
## Finding a file
Type in **search**. Tamra matches file names and tags, and the **words inside PDFs**: *warehouse rent* finds the tenancy contract that says it, and the card shows the matching line with the words picked out. Search looks in every folder you can see.
**Filter** narrows any view — by **Kind** (PDF, pictures, office files), when it last **Changed**, who uploaded it, and **Tag**. The button shows how many filters are on; **Clear** removes them.
Files uploaded before the Library could read PDFs are read once when you press **Make N files searchable** at the foot of the sidebar.
## The file's panel
Click a file to open its panel on the right. At the top: **Open** (the file in the viewer — **Space** does the same), **Download**, **Get it signed** for PDFs, **Open in PDF** for PDFs and pictures (the [PDF workspace](#the-pdf-workspace), to arrange, mark up or stamp it), and buttons to send it to a customer, rename, move and trash it. The star adds it to **Starred**; **✕** closes the panel.
Three tabs sit below:
- **Details** — the expiry date and reminder, the records it's linked to, its share links, where it lives, who uploaded it, its **tags**, and a **note** about why it matters.
- **Versions** — the current copy and every earlier one.
- **Activity** — who uploaded, opened, downloaded, moved, renamed, shared or trashed it, and when.
## Expiry dates and reminders
Licences, visas, insurance policies, tenancy contracts and certificates lapse. In the file's **Details**, the **Expiry** box takes the date and when to be reminded — 7, 30, 60 or 90 days before, or no reminder — then **Save**.
- The reminder is an ordinary Tamra reminder: it rings in the bell at 9 in the morning, sits on **Home** and in the **Calendar**, and opening it opens the file.
- The file's card and row carry a badge — amber *Expires in 38 days*, red *Expired 3 days ago* — and the file appears under **Expiring**.
- Changing the date or the lead time moves the same reminder; **Remove expiry** removes both. A date already inside the window reminds you straight away.
## Versions
When a renewed licence or a revised contract arrives, keep the history instead of adding a second file: open the file → **Versions** → **Upload a new version**. The new copy becomes the file; the old one is kept below it as *v1*, *v2* and so on.
Any earlier version can be downloaded, or made the current copy again with the circular arrow — and the copy it replaces is kept too, so nothing is lost. Search and the thumbnail follow the current copy.
A PDF changed in the PDF workspace becomes its next version the same way: **Open in PDF**, make the changes, **Save** → *New version of …*.
> A **signed** PDF — one produced by a signature request — never gets a new version on top. It keeps its exact bytes; upload changes as a new file instead.
## Linking a file to a record
A file often belongs to a record: the supplier's contract behind a bill, the customer's purchase order behind an invoice. In the file's **Details**, **Link to a record** → choose the kind (bill, invoice, quotation, sales or purchase order, RFQ, expense, journal entry) → type part of its number → pick it.
The file then appears in that record's **Files** rail (the paperclip), marked with a folder symbol, beside the record's own attachments. Nothing is copied — it stays in the Library, and the rail's folder button opens it there. A file can be linked to several records; **✕** on a link removes it. Deleting a record removes its links.
**From records** works the other way round: every file attached to any record, with the record it belongs to one click away.
## The PDF workspace
**PDF**, next to Documents in the sidebar and on the Home page, is for PDFs that start outside Tamra: a supplier's batch of invoices, a year of bank statements, a contract that came by email.
- **Open** — drop PDFs or pictures anywhere on the page, press **Open files**, or choose **From the Library**. Open several at once and they become one PDF, in the order you chose, named after the first. A photo of a receipt becomes a page. A document can also come straight from **Documents → Open in PDF**: it opens the document itself, not a copy.
- **Work on them** — the whole page is the viewer, so everything it does is here: arrange, turn, delete and insert pages, take pages out as their own PDF, mark up, sign, redact and search. To add more files, use **+** in the toolbar or drop them on the page; their pages go at the end.
- **Save** — **Save**, at the right of the toolbar, asks where: *New version of …* for a document opened from Documents (or saved once already) — it becomes that document's next version, the earlier ones kept under **Versions** — or a new document in the Library folder you choose, with **Download instead** beside it. The toolbar's download and email buttons give the PDF with your changes. The files you opened from your computer are never changed.
### Split into bills
When a supplier sends one PDF holding several invoices, choose **⋯ More → Split into bills** (**← Pages**, or **Esc**, takes you back). The pages appear grouped into bills — Tamra suggests where each bill starts from the pages' own words: a page that says *Page 2 of 3* or *continued* stays with the bill before it. Click **✂** between two pages to start a new bill there, or **Join with bill …** to put a bill back into the one before.
Reading starts by itself, one bill after another. The steps across the top go green as they're done, and each bill shows where it stands: **Waiting**, **Reading…** (with a moving bar), what was found — supplier, number and total — in green, or **Nothing readable** in amber: that bill still goes to Purchase, blank, with its pages attached. **Stop** pauses the reading; **Resume** carries on.
A supplier that isn't in Tamra yet is never added quietly: the bill says **New supplier** with the name and TRN it read, and you choose **Add as supplier** or pick one under **Choose existing**. A supplier already in Tamra is matched by TRN or name.
When every bill is read, **Open … bills in Purchase** takes them to **Purchase → Bills**, one after another, each filled in from what was read, with its pages beside it. Check it and save it: the pages become the bill's attachment, and the next one opens. **Stop after this one** ends early.
### A bank statement
With a bank statement open, **⋯ More → Import into Banking…** sends it to **Banking**, which matches it to its bank account by the IBAN printed on it and opens the import with it already read — every transaction, the period and the balances, each running balance checked.
### After saving
When the workspace saves to the Library — the whole document, or pages you extracted with **Save these pages as a separate PDF** — a card in the corner says where it went, with **Show in Documents ›** to open it there and **Download** to export that exact file at once.
After saving the whole document, the workspace carries on from the file just saved — your marks are now part of it — and the next **Save** is its next version. Pages you extracted are a document of their own; the file you are working on keeps all its pages.
### Nothing is lost when you leave
In the module's sidebar, **Documents** keeps the file **Open now**, the **Drafts** you worked on and **Recent** documents — click one to carry on, **×** to remove it (it asks first), **+ Open** to open more. These working files are kept **in your account**: the file, pages you added, the arrangement, marks and stamps, recognised text, and how you split it into bills, with what was read. Sign in on another computer with the same company and the same list is there. They are yours alone — nobody else in the company sees them — until you save to the Library.
- **Saved as you go** — a moment after each change. The foot of the list says what is happening: *Saving to your account…*, *Saved to your account*, or *Not saved yet — trying again* with **Try now**. Opening a file and only reading it saves nothing.
- **Go elsewhere, come back** — go to another module, reload, or switch computer: coming back to **PDF** picks up where you left off.
- **Two computers at once** — if the file was changed on another computer while you worked on it, both are kept: theirs as it was, yours as *… · this computer*, and a note says so. Nothing is overwritten.
- **No connection** — a change that can't be sent waits on this computer and goes up by itself, on the next try or the next time you open the PDF module. Closing the page with a change still on its way asks first.
- **From before** — files kept in this browser before October 2026 move up to your account the first time you open the module here (a file over 50 MB stays on that computer, and the note says so).
- **Nothing is removed by itself** — working files stay until you remove them. The foot of the list shows how many you have and the room they take.
> Until the October 2026 database update (*2026-10-09_pdf_01_working_files.sql*) has been run, working files stay in each computer's browser, as before, and the foot of the list says *Kept on this computer only*.
Large files open quickly: Tamra reads the page sizes first and draws each page as you get near it, so even a few hundred pages stay smooth.
## Reading a PDF
The viewer's toolbar keeps to one quiet line: the file's name and the page you're on at the left; zoom, highlight, rotate, **Mark up**, download and email in small groups at the right; then the search box.
- **Find words** — type in **Search** (or press **⌘ F**). Every match is marked on the pages and listed down the left with the words around it; click one to go there. **Enter** or **⌘ G** moves to the next, **Shift Enter** or **Shift ⌘ G** to the previous; **Esc** clears the search.
- **Copy text** — drag across any text on the page to select it, then copy it as usual. This works for PDFs made on a computer; a scanned page is a picture and has no text to select.
- **Choose the view** — the arrow beside the sidebar button opens **View**: page thumbnails, contact sheet or no sidebar, and **Continuous scroll**, **Single page** (the **↑ ↓** keys turn the page) or **Two pages** side by side.
- **Zoom** — **−** and **+**, or click the percentage for **Actual size**, **Fit the page**, **Fit the width** and fixed sizes. **⌘** or **Ctrl** with the scroll wheel (or a pinch on the trackpad) zooms too.
- **More (⋯)** — in the PDF workspace, **Split into bills** and **Add pages** (from your computer or the Library) are here too, along with **Highlight**, turning the page left or right, **Download**, **Export with the marks**, **Email** and **Print** are under **⋯** in the toolbar; on a narrow screen, zoom joins them. **Search** is the magnifier, or **⌘ F**.
- **Scanned pages** — when a PDF is only pictures of pages, the scan button in the toolbar (**Recognise text**) reads them, in English and Arabic, so you can search, select and copy their words. A card in the corner shows each page as it's read, with **Cancel**; at the end it says how many pages it read and names any it couldn't, with **Retry those pages** (a page with no text may be turned — rotate it first). When you save, the English text goes into the file invisibly, so the copy can be searched anywhere. The first time, Tamra downloads its reader (a few MB); after that it's quick.
**Mark up** (the pen) opens the marking tools in a row of their own: select, draw, highlight, text, note, shapes, redact, today's date, **Stamps**, **Signatures**, and colour and size. Press it again when you're done.
## Marking up a PDF
- **Highlight, underline or strike through words** — choose the highlighter, then select the words: they're marked as you let go. Whether it highlights, underlines or strikes through is chosen under the highlighter's arrow (or **Colour and size**). On a scanned page, which has no text, drag a box instead.
- **Notes** — choose **Note** and click where it belongs; type, then click away. A note shows as a small yellow sheet; click it to read it, even when you're not marking up.
- **Shapes** — **Shapes** offers a rectangle, rounded rectangle, oval, triangle, star, line, arrow, double arrow, tick and cross: drag across the page.
- **Style** — the **Style** button follows what you're doing: ink, width and opacity for drawing; line colour, fill (or none), solid, dashed or dotted lines and width for shapes; typeface (sans serif, serif or monospace), size, bold, italic, colour and background for text; colours for notes and highlights. Every colour choice offers a palette, your recent colours, any colour by picker or code, and opacity where it helps.
- **Redact** — drag over what must not be seen, such as an account number or a salary. When the PDF is exported, emailed or saved as a new version, each page with a redaction is rebuilt as a picture with the black boxes burned in, so the words under them are gone from the file, not just covered. The rest of that page can no longer be selected or searched in the copy. Redaction is for PDFs only; the original file is never changed.
- **Edit text** — choose **Edit text** and click a line to retype it, or select just the words to change (a loose selection takes whole words). Tamra covers the line in the paper's own colour and retypes it in the same typeface family, weight, slant and ink colour; a small bar above it changes the typeface, size, bold, italic and colour while you type (**⌘ B**, **⌘ I**). It works on scanned pages too, once their text is recognised. The old words are covered, not removed: when they must be gone from the file, use **Redact**. Arabic lines can't be retyped yet.
- **Change or remove a mark** — with the arrow tool, click a mark to select it. Drag to move it, use the corner to resize it, and press **Delete** to remove it.
- **Everything you've marked** — **View → Highlights and notes** lists every mark page by page, with the words you highlighted and what your notes say; click one to go to it.
### Marks are shared with your team
Marks on a file attached to a record, or kept in the Library, are saved with that file, so everyone in your company sees the same highlights, notes, stamps and signatures, on any device. **Highlights and notes** shows who made each mark and when.
- The file's title line says **Saved for your team** once your changes are saved; saving happens by itself a moment after you stop.
- If Tamra can't reach the record, it says **On this device only** and keeps your marks on this computer; they move up the next time the file opens with a connection, and Tamra tells you when they do.
- Marks made before this change aren't moved: they were saved in a way that didn't record which file they belonged to, so they stay on the computer they were made on and are no longer shown.
- A printed document or a statement preview isn't a stored file, so its marks stay on the device you made them on.
## Arranging a PDF's pages
Every PDF opened in the viewer — from a record's attachments, its **Files** rail or the Library — shows its pages down the left as thumbnails. The sidebar button at the top left of the viewer shows or hides them.
- **Go to a page** — click its thumbnail. The page you're reading is ringed.
- **Choose pages** — click one, **Shift**-click for a run, **⌘**-click (**Ctrl** on Windows) to add or remove one; **⌘ A** chooses them all.
- **Reorder** — drag a page, or all the chosen pages, to a new place. A line shows where they'll land.
- **Turn, copy, remove** — the buttons under the thumbnails turn pages left or right, duplicate them and delete them. **R** turns right, **Shift R** left, and **Delete** removes.
- **Add pages** — **+** above the thumbnails adds a blank page, a PDF or picture from your computer, or another PDF or picture already attached to the same record. New pages go after the chosen page; a picture sits on its own A4 page.
- **Take pages out** — choose them and press the page-with-an-arrow button. They're saved as a PDF of their own: added to the record, or downloaded when the file isn't a record's attachment.
- **See every page at once** — the grid button lays the pages out as a contact sheet, handy for big rearrangements. Double-click a page to read it; **Esc** goes back.
The file you opened is never changed. As soon as the pages differ, the title says **Edited** — click it to undo the last change (also **⌘ Z**), go back to the original pages, or download the original — and **Save as new version** appears at the right of the toolbar. Saving adds the arranged PDF to the record beside the original, named *(edited)*, and shows it. Outside a record — the Library, printed documents — the button is **Download PDF**.
Stamps, signatures and marks go with their pages. **Email** and **Export PDF** send the pages as arranged. **Mark up** waits until the page changes are saved or discarded, and closing the viewer asks before letting them go.
## Private folders
Some folders aren't for everyone — payroll, board papers, personnel files. Right-click the folder → **Who can see it** → **Only people I choose**, tick the people, **Save**. A lock marks the folder on its tile and in the sidebar.
- The folder's maker and the company's **admins** always see it. For everyone else it doesn't exist — not in the sidebar, search, Recent, Starred or Eagle's answers.
- Everything inside is private too: subfolders, files, the words inside them, versions, and the files themselves.
- Only the folder's maker or an admin can change who sees it.
- A file moved out of a private folder is visible again.
## Sharing a file with a link
To let someone outside Tamra open one file — an auditor, a bank, a new supplier — open the file → **Share links** → **New link**. Choose how long it lasts (a day, a week, 30 or 90 days, or **Until I switch it off**) and whether to **Offer a Download button**, then **Create and copy**. The link is on your clipboard.
**Share it on WhatsApp**: beside a link's **Copy**, press **WhatsApp** — Tamra writes a short message with the file's name, the secure link and the date it stops working, and opens WhatsApp for you to choose the chat. After saving a PDF to the Library from the **PDF** workspace, the card that confirms it has a **WhatsApp** button too: it makes a 7-day link and opens WhatsApp in one step.
The person opening it sees your company's name and logo, the file itself, and when the link ends. Each open is counted — the link's row reads *Works until 21 Oct · 3 views*. **Switch off** stops the link within minutes, even for a page someone left open.
> Anyone who can view a file can also save it. The Download button is a courtesy, not a lock.
## Sending files to a customer
To give a customer documents inside their **Customer Portal**: select one or more files → **Send** (or the send button in a file's panel) → choose the customer → add a note if you like → **Send**. The files arrive in the portal's **Messages**, where only that customer's link can open them, and each file's Activity records it.
Only customers with a live portal link appear in the list — see **The Customer Portal** to create one. The customer receives a copy: changing the file in the Library later doesn't change what they have. Files over 25 MB are too large to send this way; use a share link.
## Getting a document signed
On any PDF, **Get it signed** — name the signers, add a message, set a deadline. Each signer receives an email, opens the signing page, types their name and draws a signature or initials, and signs where the boxes are. Signers need no Tamra account.
Signed copies are stamped with the date and stored beside the original. **Remind pending signers** nudges; a signer can **decline** with a reason. **Signatures** shows the requests you sent and the ones you're asked to sign (Admins see every request) — who has signed and who hasn't. The person who sent a request, or an Admin, cancels it. When the last person signs, the signed copy is filed beside the original, in the same folder. A signer can open the file they are asked to sign, and the signed copy afterwards, even when it sits in a private folder they can't otherwise open. Replacing a file's stored copy needs the right to change that document, and removing it the right to delete it.
## Working with many files
Tick a file's box (it appears when you hover), **Shift**-click to take a range, or press **⌘A** / **Ctrl+A** for everything in view. A bar appears with **Move**, **Tag**, **Download** (one ZIP file), **Send** and **Trash**. In the List view the same actions sit above the table.
Keys: **⌘/** search (**Ctrl /** on Windows; **⌘K** searches all of Tamra) · **⌘A** select all in view · **Delete** move the selection to Trash · **Space** preview · **Esc** clear the selection.
## Trash
Trashed files wait in **Trash** until someone restores them or deletes them for good. **Restore** puts a file back in its folder. **Delete for good** removes it, with its earlier versions and its picture — that can't be undone. A share link stops working the moment its file goes to Trash.
## Who can do what
Documents & Sign has its own switches in Settings → Users & Roles: files (view, create, edit, delete), folders (create, edit, delete) and sending for signature.
- **Viewer** — sees files and folders, opens and downloads them, stars them; changes nothing.
- **Operator and Payroll** — upload, rename, move, tag, add versions, link files to records, share by link, add and rename folders, and send files for signature.
- **Manager and Admin** — all of that, and trash, restore and delete anyone's files and folders.
- **Your own files and folders** — whoever uploaded a file, or made a folder, can change and delete it while their role can upload or add folders.
- **Private folders** — as before, only the people chosen, the folder's maker and Admins see what is inside, and nobody else can change it either.
- **Share links** — revoked by the person who made the link, or an Admin.
## Common questions
**Who can see a file?** Everyone in the company whose role can view Documents — unless it's in a private folder.
**Does Eagle see private folders?** Only the ones you can see. Eagle searches with your access.
**Can I get back a file I deleted for good?** No — that's what Trash is for.
**Is a file linked to a bill a copy?** No. It's the same file, shown in two places; change it in the Library and the bill's rail shows the change.
**Can my colleagues see my PDF working files?** No — each person's working files are their own. What you save to the Library is shared as usual.
**Why is there a file called *… · this computer*?** The same working file was changed on two computers at once. Both were kept: the one without the ending is the other computer's, the one with it is yours. Keep the one you want and remove the other.
## If something goes wrong
- **A PDF isn't found by the words inside it** → it's a scan with no text, or it was uploaded before the Library read PDFs — press *Make N files searchable*.
- **A colleague can't see a folder** → it's private; its maker or an admin can add them under *Who can see it*.
- **A customer isn't in the Send list** → they have no live portal link; create one from the customer's **Portal** tab.
- **A share link says it isn't available** → it expired, was switched off, or the file went to Trash. Make a new link.
- **The PDF list says *Not saved yet — trying again*** → the connection to Tamra dropped; your changes are kept on this computer and go up by themselves (or press **Try now**).
- **The PDF list says *Not saved to your account*** → a page or picture is over 50 MB, too large to keep there. Use **⋯ More → Reduce size**, save it to the Library, or download it.
- **The PDF list says *Kept on this computer only*** → the October 2026 database update hasn't been run yet.
# Tamra on your phone
Installing the app, finding your way, the phone home with money and approvals, team chat, the CRM pipeline, statements, documents and partners on the go, receipts from the camera, reminders, Settings on the phone, Android's Back gesture, and what stays on the desktop.
The phone is not the desktop shrunk; it's the parts of the day that happen away from a desk — approving, checking, creating the quick thing, looking something up in front of a customer. Open the same address on your phone and sign in; Tamra shows its phone layout.
## Installing
Open Tamra in the phone's browser and use **Add to Home Screen** (Safari's share menu on iPhone; the browser menu on Android). It installs as an app with its icon, opens full-screen, and works through short outages — a banner says *offline* and what you did syncs when you're back. On Android there is also an installable Tamra app.
**The Android app.** It comes as a file, *Tamra-1.79.0.apk* for example, from whoever runs Tamra for your company. Open the file on the phone and tap **Install** (if Android asks, allow installs from the app you opened it in). The app opens the live Tamra, the same as the address in the browser, so it always has the newest release, and Eagle, email, payment links and WhatsApp work in it as on the website. It needs installing again only when the app itself changes, and a newer file installs over the older one. With no connection it says *Tamra didn't open* and tries again by itself when the connection is back.
## Finding your way
**Tamra's apps sit across the top** — Scribe, Calendar, Chat, Inventory, Helpdesk and the rest, each with its own coloured icon; slide the row for more. Inside an app, the same row shows that app's pages (*Dashboard, Quotations, Invoices…*), with **‹ Apps** to go back to the icons.
**The bar at the bottom** holds **Home**, **Chat** (a red count shows messages you haven't read), the raised **＋**, one more app (Sales to start with), and **More**. More opens with **Search** (customers, invoices, pages — anything) and the **calculator**, then every module as the same icons; **Customize bar** lets you pin the three you want on the bar, and **⚙** beside Sign out opens Settings.
**Your picture** (top right) opens **You**, a page of its own: tap your name for your profile and settings; four big switches — **Dark mode**, **Focus** (a timer for deep work: pick 15 to 90 minutes, a ring fills round your picture, and the phone rings when it's done — pause or end it here), the **Calculator** and **Refresh**; then your tasks, your approvals and your expenses, this guide, and **Sign out**. The ‹ at the top or Back closes it; the calculator opened from You closes back onto You.
**Every page is part of the app.** Lists — invoices, bills, tasks, tickets, customers, expenses, reports — keep the app row, the page's name in large type, and the bottom bar. Tap a record and it slides in over the list as its own page; Back slides it away onto the list exactly where you were. Pull down on a list to refresh it. On many lists a row also **swipes** left for its quick actions — a customer to **Call** or start their **Invoice**, a vendor's **Bill**, a task **Done**.
**＋** knows the page you're on and says so — on Invoices it reads **Invoice** and starts one in a tap (Bill on Bills, Task on Tasks, Customer on Customers…); hold it — or tap it on Home — for the full **Create** menu: invoice, quote, customer, expense, bill, purchase order, item, task, note, ticket.
**Back** — the ‹ at the top, or Android's Back button and gesture — closes whatever is open first (a sheet, a menu, the bell's panel, Eagle, the calculator, a dialog: newest first, and closing never acts on it), then steps back one page at a time. On Android 13 and newer, **swipe back** and a page that slid in follows your finger — it shrinks into a card with the page beneath showing around it; let go and it closes, change your mind and it springs back. **Home is the last stop**: Back on Home hands Tamra to Android, which shrinks it into your home screen — kept where you left it. A page opened straight from a notification goes Back to Home; one you opened from a chat conversation goes Back into the conversation.
**The phone's own bars** — the clock and battery at the top, the navigation bar or gesture line at the bottom — wear your theme: light icons on the dark themes, dark on the light ones, whatever the phone's own dark mode is set to.
## Home
A greeting, the date, and a search bar for anything — customers, invoices, pages. Under it, four tabs:
- **Today** — the **money card** in your colour: your net position (what customers owe you less what you owe), with **To collect** and **To pay** as two doors into their lists and a line for where cash is heading over the next thirty days. Then small counters for what's waiting — approvals, overdue invoices and bills, open tickets, tasks due today; **Next 7 days** — what's coming in and going out this week, and your largest open invoice; **Pick up where you left off** — drafts saved on this phone, documents and pages you had open; and **Create**, four doors you choose with **Customize**.
- **Approvals** — what's waiting for *your* decision in one list: expense claims (each says who made it and what it was for), leave requests and purchase order drafts — each with the amount and dates, and **Approve** (**Confirm** for a purchase order), **Reject** or **Open** right there. Draft invoices and bills wait on their own lists, under **Draft**.
- **Cash Radar** — what's to collect and to pay, by age, and a ledger of every open invoice and bill, oldest first.
- **Insights** — a few plain sentences about what's worth knowing this week, each with a way in.
**Big numbers fit.** Books kept in currencies with nine- or ten-digit amounts — birr, rupiah, dong — read whole on the phone: a figure steps its size down to fit its space and only past a readable size shortens to *541.6M*; the exact amount is one tap away, in the list behind it.
## Chat
**Chat** is on the bar next to Home. It opens on every conversation you're in — your team's channels and your direct messages — newest on top, pinned ones first, each showing who wrote last, what they said, and how many you haven't read. Search them, or filter to *Unread*, *Channels* or *Direct*; **Eagle** waits at the top for questions about your numbers.
Tap a conversation and it slides in as its own page — bubbles in a direct message, posts in a channel — opening at a red **New** line where you stopped reading; scroll up for older messages. New messages, reactions and *typing…* arrive as they happen. The **＋** by the message box sends a photo, the camera, a file (up to 10 MB) or **one of your documents** — an invoice, quote, order, bill or purchase order lands as a card anyone can tap to open. **Hold a message** to react, reply, reply in a thread, copy it, **make it a task** (the task form opens with its words) or delete your own. Start a new conversation with the pencil at the top, or ＋ on the bar.
## CRM: the pipeline
CRM opens on the **Pipeline**: what's open and how much of it is likely, then the stages side by side — swipe between them, or tap a stage in the strip — each deal a card with its customer, value, when it should close (amber when it's near, red when it's late) and who owns it. **Hold a card** to move it to another stage. Tap one for its page: its value and chances, **Call**, **Email** or **WhatsApp** the customer, the stages in a row (tap one to move the deal there), the details and its activities. **Won** and **Lost** are one tap each (Lost asks why — it's optional), and a closed deal can be reopened. **Edit**, or **＋ Deal** on the bar, opens the deal form. **Deals** lists them all, with search and Open / Won / Lost.
## Statements
**Sales → Statements** (customers) and **Purchase → Statements** (vendors): pick someone and their statement of account slides in — who owes whom and how much, how old the open balance is (not due, 1–30, 31–60, 61–90, over 90 days), then every invoice, payment and credit note in date order with the running balance. Tap a line to open the document behind it. Choose 90 days, this year, last year, all time or your own dates; **Print / PDF** and **Email** send the same statement the desktop does. A customer's or vendor's own page links to their statement too.
## Documents
**Quotations, sales orders, invoices, purchase orders, bills and RFQs** — lists you can filter (*Mine, Open, Overdue, Draft*…), a view of any document with its lines, totals, status and TRACE, and the actions that make sense on a phone: **Confirm**, **Post**, **Create bill** from a PO (received quantities or the full order), **Send**, **Call** the partner. **Send** on an invoice offers email, **WhatsApp to customer** (the same message as on the desktop, with the payment link or the customer's portal link, in English or the pack's other language) and **Print / save as PDF**. On a draft invoice or credit note it also offers **Post and mark as sent**, for one you delivered another way: it posts it, the same as **Post** on a computer, so it is in your books; the email can post it as it goes if you switch *Post it to your books after emailing* on. A quote's **Send** has **Mark as sent**, for people who may change quotations. A confirmed quotation has **Convert to SO**: it makes the sales order, and *Sales Order created* on the quotation opens it. Editing a draft's header and lines works; the deeper editors — advances, e-invoicing, templates — stay on the desktop. A draft invoice saves in one step, as on a computer: if someone posted it while you had it open, the phone changes nothing and says *INV-0004 was posted by someone else — reopen it*. An invoice where every line is free isn't posted.
## Partners
Customers and vendors: contact details with tap-to-call and tap-to-email, open balance and aging, recent documents, and the quick actions to start a quote, invoice or RFQ for them.
## Payments
The **Payments register** on the phone: money in and money out, filterable by partner and period, each payment with its allocations. Recording a simple payment against an invoice or bill works here, dated on or after the document and rounded to its currency's decimals, as on a computer (an amount that rounds to nothing is refused); reconciliation does not — nobody reconciles a bank on a phone. Taking an advance off the wrong document (**Remove**) is on a computer.
## Expenses
File a claim with the receipt there and then: each line has **Take a photo** (the phone's camera opens) and **Choose a file** (a photo or PDF already on the phone). The receipt uploads to the same place desktop keeps them — approvers see it there — and a big photo is shrunk to a sharp, light copy first. **Submit** sends the claim for approval as you save it; **Save draft** keeps it to finish later. Watch its status on **My expenses**; approvers decide from the Approvals tab, where the claim shows who made it and what it was for. Viewing a claim, **Receipt** on a line opens its receipt.
## Stock
**Stock on hand** by product and warehouse, with *low* and *negative* filters, for the answer in front of the customer: *do we have it?*
## Tasks and tickets
Your tasks with due dates and done-marking, and **Remind me** as one tap (at the time, 10 minutes or an hour before, that morning, the day before, in an hour). When a reminder comes due a banner drops in — **Snooze**, **Done** or **Open** — and in the installed app it rings like any phone notification, even with Tamra closed. Helpdesk tickets to read, reply to, reassign and resolve — the support person's phone.
## The shop floor
**Work orders** for the operator: start, pause, finish, with time recorded — the tablet at the machine.
## Withdrawals
Maintenance can take a spare part from stock against a machine and post the withdrawal from the floor; a part with serial numbers is taken in whole pieces.
## Reports
Profit and loss, the balance sheet, cash flow and aging on the phone, and the money summary; the full report hub stays on the desktop. The balance sheet shows earlier years' profit as retained earnings and this year's as net income, split at your fiscal year start, and **Last year-end** is your company's year-end.
## Scribe
Pages open on the phone and you can write in them. While you type, a row of keys sits on top of the keyboard: **+** opens the insert list (Letter parts first on a letter), **Aa** the text style, font, colour (a plain colour, or a gradient) and highlight — and on a letter the size and the alignment — then **B**, **I**, **U**, the three lists, **Indent** and **Outdent**, **Undo** and **Redo**. The row slides sideways; **⌄** at its end puts the keyboard away. The line you are on stays above the keys. **Aa** at the top of the page opens Page style full screen, and **⋯ → Find in page** finds and replaces words.
## Settings on the phone
**More → ⚙** (or the Settings app, where your role has it) opens Settings made for the phone, one list:
- **You** — your name, email and company.
- **Appearance** — the six themes shown as small previews, and the ten colours (until you choose one, Tamra uses the green, Emerald). A tap changes the whole app at once (the phone's bars follow) and is saved to your account, so your other devices agree.
- **Company** — the company profile (one field per row on a phone) and the activity log, for people who manage settings.
- **Reminders & notifications** — whether this phone may notify you (one tap to allow), and where reminders are set (Remind me, on any task).
- **Tools** — the calculator, and this guide.
- **About** — the version you're running; in the Android app, the app's own version too (the app changes less often than Tamra).
- **Sign out.**
The Settings app (More → Settings, where your role has it) also has the pages in a strip along the top: Company Profile, Branding, Numbering, Accounting Basics, Exchange Rates, Tax, E-Invoicing, Users & Roles, Activity Log, Integrations, Email, Data Sharing, Preferences (the list above), Move to Tamra, and Platform for the platform owner. Templates, Country Packs and Account Mapping stay on the computer.
## What stays on the desktop
Bank reconciliation, period close, payroll runs, manufacturing planning, templates and e-invoicing, Country Packs and Account Mapping in Settings, the full report hub, and Scribe's Format bar for letters (on the phone the key bar does its job). The phone hands you a link to them when a task needs them.
## Common questions
**Is it the same data?** The same, live. A payment recorded on the phone is on the desktop's Payments tab the moment it saves.
**Can I work offline?** Read what you've already opened; create and edit within limits; everything syncs when you're back. A red banner tells you when you're offline.
**Notifications on the phone?** They arrive in the bell: approvals waiting, mentions, tickets, reminders.
## If something goes wrong
- **A page shows the desktop layout on the phone** → that page has no phone version yet; it will open in a desktop-style view.
- **The Android app says *Tamra didn't open*** → the phone isn't online, or Tamra's server didn't answer. Tap **Try again**; it also tries by itself when the connection is back.
- **The app looks stale** → pull down to refresh; if it persists, close and reopen the app — it updates itself in the background.
- **Approvals is empty but I know there are claims** → your role can't approve that kind, or the claim is yours (another approver decides it, unless your company allows approving your own); the list shows only what you can decide. Draft invoices and bills aren't approvals: find them under **Draft** on their lists.
# Reference
The glossary, every document status explained in one place, keyboard shortcuts, the numbering prefixes, and the questions the support desk hears most.
The chapter to search rather than read: what a word means, what a status means, which key does what, and the answers to the questions that come up in every business.
## Glossary
| Term | Meaning in Tamra |
|---|---|
| **Advance (ADV)** | A tax invoice for money received before the work — VAT is due at receipt. Applied to the final invoice as a *Less: advance* line. |
| **Aging** | Open balances bucketed by how long they've been open: current, 1–30, 31–60, 61–90, over 90 days. |
| **Allocation** | The part of a payment applied to one document. One payment can allocate to several. |
| **Base currency** | The currency the books are kept in. Everything else converts to it at each document's rate. |
| **Bill** | A vendor's invoice to you. |
| **Books lock date** | Nothing dated on or before it can change. |
| **Clearing account** | A holding account for money that will move again — Gateway Clearing for card payments, Goods Received Not Billed for stock received before its bill. |
| **Credit note (CN)** | A document that reduces what a customer owes; applied to an invoice or refunded. |
| **Debit note (DN)** | The purchase-side mirror: reduces what you owe a vendor. |
| **Delivery (PICK)** | The warehouse document that ships goods out and posts cost of goods sold. |
| **Draft** | Editable and not in the books. |
| **Journal entry (JE)** | The accounting record every posted document writes; debits equal credits. |
| **Landed cost** | Freight, duty, insurance folded into inventory cost rather than expensed. |
| **Moving average** | Stock valuation: on-hand value ÷ on-hand quantity is the unit cost; receipts blend in, deliveries leave at the average. |
| **On account** | Money received or paid that isn't yet allocated to a document. |
| **Partner** | A customer, a vendor, or both. |
| **Posting** | The moment a document becomes real: it takes its number, writes its journal entry, and locks. |
| **Price list** | Named prices that override a product's list price for a customer, category or quantity. |
| **Receipt (PICK)** | The warehouse document that brings goods in against a purchase order. |
| **Reconciliation** | Matching the bank's statement lines to the books until the difference is zero. |
| **Reverse charge** | VAT on a purchase from a supplier abroad, who charges none: you account for it yourself, as VAT due and VAT recoverable (VAT return Boxes 3 and 10). |
| **Three-way match** | Order vs receipt vs bill; mismatches are flagged, not blocked. |
| **TRACE** | The button that shows a document's whole journey. |
| **TRN** | Tax registration number (UAE). |
| **Unpost** | Reversing a posted document nothing has been paid against; it returns to draft keeping its number. |
| **VAT not recoverable** | VAT on a purchase the law doesn't let you claim back, such as client entertainment: part of the cost, left out of the VAT return's Boxes 9 and 13. |
| **VAT treatment** | What a tax rate is for the VAT return: standard-rated, zero-rated, exempt, out of scope or reverse charge. It decides the box. |
| **WPS / SIF** | The UAE Wage Protection System and the salary file Tamra produces for the bank. |
## Statuses, all in one place
**Quotation** — Draft · Sent · Confirmed · Expired · Cancelled.
**Sales order** — Draft · Confirmed · Processing · Shipped · Delivered · Invoiced · Cancelled.
**Delivery / Receipt / Transfer** — Draft · Ready · In progress · Done · Cancelled.
**Invoice** — Draft · Posted (Sent) · Partial · Paid · Overdue · Cancelled.
**RFQ** — Draft · Sent · Quoted · Awarded · Closed (PO) · Cancelled.
**Purchase order** — Draft · Confirmed · In transit · Received · Billed · Cancelled.
**Bill** — Draft · Posted · Partial · Paid · Cancelled.
**Payment** — Draft · Confirmed · Cancelled (and reconciled or not).
**Journal entry** — Draft · Posted · Cancelled.
**Expense claim** — Draft · Submitted · Approved · Rejected · Reimbursed · Cancelled.
**Manufacturing order** — Draft · Confirmed · In progress · Done · Cancelled. **Work order** — Pending · Ready · In progress · Paused · Done · Cancelled.
**Withdrawal** — Draft · Posted · Cancelled. **Equipment** — Active · Under maintenance · Decommissioned.
**Project** — Draft · Active · On hold · Completed · Cancelled. **Task** — To do · In progress · Review · Done · Cancelled. **Milestone** — Pending · Achieved · Missed · Cancelled.
**Lead** — New · Contacted · Qualified · Converted · Lost.
**Ticket** — Open · In progress · Waiting · Resolved · Closed.
**Employee** — Active · Probation · On leave · Notice period · Terminated · Suspended. **Contract** — Draft · Active · Expired · Terminated · Superseded. **Leave request** — Draft · Submitted · Approved · Rejected · Taken · Cancelled. **Payroll run** — Draft · Computed · Approved · Paid · Cancelled.
**Payment link** — Pending · Created · Viewed · Paid · Expired · Cancelled.
## Numbering prefixes
QT quotation · SO sales order · INV invoice · CN credit note · ADV advance invoice · RFQ · PO purchase order · BILL · DN debit note · PAY payment in · PAY-OUT payment out · JE journal entry · EXP expense claim · ADJ stock adjustment · PICK delivery and receipt · MO manufacturing order. Prefixes and next numbers are set in Settings → Numbering; a number is taken at posting or confirming, never for a draft.
## Keyboard shortcuts
| Keys | Does |
|---|---|
| **⌘ K** / **Ctrl K** | Global search — documents, partners, products, pages. |
| **⌘ \\** / **Ctrl \\** | Show or hide the module's menu, the list beside the app icons. |
| **Table / Cards** (beside Export on any list) | Switch a list between rows and cards; remembered per list. |
| **Esc** | Close the search, a drawer, or a dialog. |
| **Enter** | In a statement's add row, save the line. In search, open the highlighted result. |
| **/** | In the guide, focus the search box. |
| **← →** | In the document viewer, flip between attachments. |
| **R** / **Shift R** | In the viewer's page thumbnails, turn the chosen pages right or left. |
| **Delete** | In the viewer's page thumbnails, remove the chosen pages. |
| **⌘ Z** / **Ctrl Z** | In the viewer, undo the last page change. |
| **⌘ F** / **Ctrl F** | In the viewer, search the document. |
| **Delete** | In the viewer while marking up, remove the selected mark. |
| **⌘ B** / **⌘ I** | In the viewer, while typing text or retyping a line: bold, italic. |
| **⌘ G** / **Shift ⌘ G** | In the viewer, the next or previous match. |
| **↑ ↓** | In the viewer's single-page view, turn the page. |
| **+ − 0** | In the viewer, zoom in, zoom out, actual size. |
## The questions the support desk hears most
**I can't edit this.** It's posted. Unpost if nothing is paid; otherwise correct with a credit or debit note. Or the books lock date covers it, or your role can't.
**The numbers on the home screen don't match my report.** Home is *today*, in base currency, for the active company; reports take a period and can be filtered. Check the period and the company picker.
**Where did my document go?** The list's filter (*Open, Mine, Draft*…), or it's archived — switch the filter to *All* and *Archived*.
**A customer says they paid.** Books → Reconciliation → unmatched lines; if the money isn't there, it isn't in the bank yet.
**Why two documents for one deposit?** An advance is an invoice (VAT at receipt) *and* a payment against it. That's the law's shape, not the app's whim.
**Can I delete this?** Drafts, yes. Posted things are reversed, never deleted — the trail is the point.
**Who did this?** Books → Audit Trail, filtered by the document. For a file, its **Activity** tab in Documents.
**How do I send a file to someone outside Tamra?** Documents → open the file → **Share links** → **New link**. For a customer, **Send** it to their Customer Portal instead.
**A customer lost their portal link.** The customer's **Portal** tab → **Copy** or **Email it** again. If it may have gone to the wrong person, **Revoke** it and create another.
**Our emails come from a Tamra address.** Until an admin verifies your own domain in **Settings → Email**, they do — with your company's name on them and replies coming to you.
**How do I give someone access to only Sales?** Settings → Users & Roles → the permission editor: a role with Sales permissions and nothing else.
**The PDF shows the old logo / address.** Settings → Company Profile or Branding; PDFs already sent keep what they had.
**Something posted to the wrong account.** Product's Accounting tab first, then Settings → Account Mapping; correct the posted entry by reversal.
**The phone doesn't show reconciliation.** By design; it's a desktop task.
**Where do I ask when this guide doesn't answer?** Eagle, the owl in the corner — it reads this guide and your data — and then your administrator.
# What's new
What changed for you in each release, in plain words — newest first.
One entry per release, newest first, written for the people who use Tamra. The version number is under **Settings → Preferences → About Tamra** (on a phone, **Settings → About**).
## October 2026 — Library files, signers and quieter Settings
- **Library files** — a file's stored copy (and its earlier versions and preview) can be replaced only by people who may change that document, and removed only by those who may delete it. Before, anyone in the company could do it outside the app.
- **Signers** — someone asked to sign a document in a private folder they can't open can now open it, and the signed copy afterwards.
- **New versions** — in the PDF workspace, someone who may change a document but not add new ones can still **Save new version** of it.
- **Notes on a record** — the notes panel on a record reads all your spaces (it used to read only the first 20), so what you may do with each note is right.
- **Quieter Settings** — the line under each page title is gone, and each section's explanation is a small **(i)** beside its title. Warnings stay written out.
- **Run once** — the database update `2026-10-17_sec_02_library_files_and_signers.sql` (after 1.120's). The app works with or without it.
## October 2026 — Customer portal files work again
- **Files in the portal** — a customer can send files from the portal again, and open the files you send them. Each file opens from a link that lasts an hour, and only while their portal link is on.
- **Nothing to run** — no database update. Push it after 1.120.0.
## October 2026 — Files and live editing stay inside your company
- **Pictures and photos** — product pictures can be added, replaced or removed only by people of your company who may create or change products, and employee photos only by those who may add or change employees. People of another company can no longer touch them.
- **Chat files and Scribe uploads** — a chat file is seen only by people of your company (and, as before, of its conversation). Pictures and files added to a Scribe page go into your company's own folder.
- **Writing together** — on a Scribe page, only people who may edit it can send changes to the others; what is typed, the cursors and who is on the page reach only people who may see it. **Who is online** stays inside your company.
- **Run once** — the database update `2026-10-17_sec_01_files_and_live_channels.sql`, then the app straight after. Everyone already in a page should reload it once.
## October 2026 — Scribe: wider spaces, gradient text
- **Wider spaces** — a space's pages use the whole width of the window (up to a very wide screen's limit), and the type is larger: the table, list, gallery and board views, and the bar of tabs and tools above them. A table's columns stretch to fill the page; a scroll bar appears only when the columns no longer fit. On a phone nothing changed.
- **Gradient text** — select words, open the text colour menu (the **A**) and choose **Ocean**, **Orchid**, **Sunset**, **Gold**, **Meadow** or **Dusk** under **Gradient**. The same six are in the Format bar's colour menu, in **Aa** on the phone's key bar, and under **Colour** in the ⠿ menu beside a line.
- **One or the other** — a gradient and a plain colour replace each other on the same words; **No colour** clears either. Highlight and underline go with both, and they stay readable on a dark page.
- **On paper** — Print, Open in PDF and the web-page export show the same colours. Chat messages keep the plain colours; gradients are for pages.
- **Nothing to run** — no database update.
## October 2026 — Scribe spaces: groups, totals and CSV
- **Groups** — **Group** groups a list, gallery or table view by **Status**, **Priority**, **Owner**, **Creator**, **Tags**, or a Select, Multi-select, Person or Checkbox property. Each group has its heading and its count, and folds with a click. A page with several choices of a Multi-select shows in each of their groups.
- **Boards by anything** — a board's columns are its groups: Status unless you choose another. Drag a card to another column to change that property. **Hide empty columns** is in **Group** too.
- **Totals** — the last row of a table adds up a column: click **Calculate** under it for **Sum**, **Average**, **Min**, **Max**, **Count**, **Filled**, **Empty**, **% ticked**, **Earliest** or **Latest**. A grouped table shows the same under each group.
- **CSV** — click the open tab, then **Download as CSV**: the view's pages in its order, with the columns its table shows. Numbers stay numbers and dates read 2026-10-17, ready for Excel.
- **Fixed** — after changing a page's layout, its title was cut off until the page was opened again. And the line beside the menu now hides it at once (the menu floated straight back while the pointer was on it).
- **Nothing to run** — no database update.
## October 2026 — Scribe spaces: properties and views
- **Views** — a space opens on its views, shown as tabs. **+** adds a **List**, **Gallery**, **Table** or **Board** view; click the open tab to rename, duplicate or delete it. Everyone in the space sees the same views, and the tab you had open is remembered.
- **Filter and sort** — each view keeps its own **Filter** (for example *Status is In progress*, *Amount > 10,000*, *Owner is Me*; all of the rules or any of them) and **Sort** on several levels. The magnifier searches the space's pages by title.
- **What a view shows** — **Properties** picks a table's columns, or what the cards and list rows show.
- **New properties** — **Multi-select**, **URL**, **Email** and **Phone**. A number can show as **1,234.56**, as **Money** in a currency, or as a **Percent**. Drag properties into order from the space's **⋯ → Properties**.
- **Fixed** — a page's property line showed a code for a Select or Person property; it now shows the option or the person.
- **Nothing to run** — no database update.
## October 2026 — Scribe: cleaner printing, windows and keys
- **Print without the browser's lines** — printing a page leaves out the date and time, the page's title, the web address and *1/1* that the browser used to add at the top and bottom of the paper. **Print options → Date, title and web address** brings them back.
- **Minimised windows** — a Scribe page minimised to the right edge opens where you click its icon; the **×** to close it is small and at the far end. It comes back at the size and place it had, and maximised if it was.
- **Keys** — keys the browser also uses (such as Ctrl+Shift+R and Ctrl+Shift+J) no longer reload the page or open Downloads while you write in it. The keyboard shortcuts are in **⋯ → Keyboard shortcuts** and on **Ctrl+Alt+/** (⌘⌥/ on a Mac); the **?** at the bottom right is gone.
- **Page style** — the writing area shows as **Letterhead** or **Plain paper**, without the millimetres.
- **Nothing to run** — no database update.
## October 2026 — A key bar for writing on the phone
- **Keys on the keyboard** — writing a Scribe page on a phone, a row of keys sits on top of the keyboard: **+** (the insert list, as **/** opens it), **Aa**, **B**, **I**, **U**, bulleted, numbered and to-do lists, **Indent**, **Outdent**, **Undo**, **Redo**, and **⌄** to put the keyboard away. The row slides sideways on a narrow phone; ⌄ stays at the end.
- **Aa** — the text style (Text, Heading 1 to 3, Quote), the font, the colour and the highlight, and on a letter the size and the alignment. The keyboard stays up while you choose.
- **What you type stays in view** — the line you are on is kept above the keys.
- **Find on any device** — **⋯ → Find in page** opens Find and replace too, on a phone or a tablet as well.
- **Nothing to run** — no database update.
## October 2026 — Find and replace, and the keyboard shortcuts
- **Find** — **Ctrl+F** (⌘F on a Mac) on a Scribe page opens Find at the top right. Every match is marked in the page, the bar says *3 of 12*, **Enter** goes to the next one and **Shift+Enter** back. Words you have selected are looked for straight away. **Esc** closes it and leaves the match selected in the text.
- **Match case** — the **Aa** in the bar.
- **Replace** — for anyone who may edit the page: type the new words, then **Replace** (this one, then on to the next) or **All**. It is an ordinary edit, so **Undo** takes it back and it works with two people on the page.
- **Keyboard shortcuts** — **?** at the bottom right of a page, **⋯ → Keyboard shortcuts**, or **Ctrl+Shift+/** lists every key a page answers to, the way your computer writes them. **Ctrl+/** still searches your pages.
- **Nothing to run** — no database update.
## October 2026 — Page style and a house style for letters
- **Page style** — **Aa**, beside Comments at the top of a Scribe page, opens it (so does **⋯ → Page style…**). The five layouts are pictures you pick from; the typeface and the page width are there too.
- **For a letter** — the paper (A4 or Letter), the writing area your letterhead leaves (from **Settings → Branding**), the **Text size**, **Line spacing** and **Space after** each paragraph. The sheet changes as you choose, and Print and Open in PDF follow it, page for page.
- **House style** — **Save as house style** gives every letter that has no style of its own the same typeface, paper, size and spacing. It is for people who may change company settings. **Use house style** puts a letter back on it.
- **Two switches** — **Page numbers** for Print and Open in PDF, and the **Format bar** (on by default on letters; remembered on this computer).
- **Nothing to run** — no database update.
## October 2026 — Letter parts, page breaks and clearer dark themes
- **+ beside an empty line** — in Scribe, a **+** appears in the margin next to an empty line. It opens the same list as **/**.
- **Letter parts** — first in that list on a letter: **Date** (16 October 2026, 16/10/2026 or Friday, 16 October 2026), **Reference**, **Address block**, **Subject**, **Salutation**, **Closing**, **Space for signature**, **Enclosures** and **cc**. Parts with choices open them; type a choice's words ("faithfully") to find it straight away. On notes pages the group sits lower and still answers to its names.
- **Page break** — in the / list, or **Ctrl+Enter** (⌘+Enter) on a letter. The next page starts there on screen, in Print and in Open in PDF.
- **Space for signature** — about 18 mm of room to sign, kept on the same page as the closing above it and the name under it. It is outlined on screen and blank on paper; the signature itself is added in the PDF module.
- **Dark themes** — the softer grey text in Midnight, Carbon and Silver is brighter, so small labels and hints are easy to read everywhere in Tamra.
- **Nothing to run** — no database update.
## October 2026 — Letters: a desk, and one job for each bar
- **A desk for your letter** — the **Desk** button at the bottom right of a Letter page puts the sheet on a desk: Mist, Sage, Dusk, Clay, Harbour, Dot grid, Graph paper, Linen, Waves or Grain, or **Shuffle** for one at random. Letters start plain. The desk belongs to the page, follows your light or dark theme, and is never printed.
- **One job for each bar** — on a letter the Format bar at the top does the formatting, so the small bar over selected words keeps only what the Format bar has not: link, strikethrough, code, subscript, superscript and clear formatting. Notes pages keep the full bar.
- **Notes read like notes** — in the Default, Editorial, Compact and Airy layouts every line sits flush left, in one size, with the layout's own spacing, on screen and on paper. Switch the page back to **Letter** and its alignment, sizes and spacing come back. Align and Line spacing are now letter tools; Indent works everywhere.
- **Nothing to run** — no database update.
## October 2026 — A Format bar for letters
A page in the **Letter** layout now has a Format bar under its top bar, the way a word processor does. Notes pages are as they were.
- **What it holds** — **Undo** and **Redo**, **Text style** (Text, Heading 1 to 4, Quote), **Font**, **Size**, **B**, **I**, **U**, text colour, highlight, the four alignments, bulleted, numbered and to-do lists, **Outdent**, **Indent** and **Line spacing**.
- **Font sizes** — for letters, from a short list: 9, 10, 11, 12, 14, 16 and 20. **−** and **+** step through them (**Ctrl+Shift+,** and **Ctrl+Shift+.**); **Default** goes back to the page's own size.
- **Which page** — the right end of the bar says *Page 2 of 3* for the page the cursor is on.
- **Smaller windows** — the bar folds the paragraph tools into **¶**, then the style, font and size into **Aa**. It is always one row, and never covers the paper.
- **Keyboard** — Tab reaches the bar as one stop, the arrow keys move along it, and **Esc** goes back to the text.
- **Nothing to run** — no database update.
## October 2026 — Writing tools in Scribe
Scribe pages have the everyday tools of a word processor: underline, alignment, indent, line spacing, subscript, superscript and clear formatting.
- **The bar** — select words: **U** underlines, and **⋯** holds **Align** (left, center, right, justify), **Outdent** and **Indent**, **Line spacing** (1.0, 1.15, 1.5, 2.0), **Subscript**, **Superscript** and **Clear formatting**. Clear formatting keeps links, record links and live values.
- **The ⠿ handle** — beside any line: **Align** and **Line spacing**, and **Indent** for ordinary lines, not only list items. Select several lines first and they change together.
- **Before you write** — type **/center**, **/right** or **/justify** on an empty line, then write. **Tab** at the start of a line indents it; **Shift+Tab** takes it back.
- **Heading 4** — in Turn into and the / menu.
- **Keys** — every button and menu shows its key, for example *Bold ⌘B* or *Align center Ctrl+Shift+E*.
- **On paper** — Print and Open in PDF show underline, alignment, indent and spacing exactly as on screen.
- **Nothing to run** — no database update.
## October 2026 — Scribe's Trash keeps a page and its sub-pages together
- **Delete** — the pages under a deleted page now leave with it. Until now they stayed behind and jumped to the top of the space.
- **Restore** — brings the page back with all its sub-pages, in their places. A page whose parent is still in the Trash comes back at the top of its space.
- **Delete forever** — asks *Permanently delete this page and its 3 sub-pages?*, because they go too.
- **Nothing to run** — no database update.
## October 2026 — Letters in Scribe
Scribe has a **Letter** layout. Write a letter on a sheet of paper whose margins match your letterhead, and see where each page will turn before you print.
- **The sheet** — **⋯ → Layout → Letter** puts the page on an A4 sheet (US Letter if you print on Letter). Its margins are your letterhead's writing area from **Settings → Branding**, or 20 mm all round without one, so what you type sits where it will print.
- **Page turns** — a dashed line with the page number shows where each new page starts. It is worked out the same way Print and Open in PDF cut the pages, so the screen and the paper agree.
- **The letter alone** — in the Letter layout, **Print** and **Open in PDF** leave out the page's title, cover, properties, tags and date line, and keep to the writing area, so you can also print onto paper that already carries your letterhead. The letterhead, stamp and signature still go on in the PDF module.
- **Address block** — type **/Address block**, pick a customer or vendor, and their name, contact, address and TRN are typed in for you.
- **Templates** — the letter templates open in the Letter layout, and there is a new blank **Letter** to start from.
- **Page numbers** — a new choice in **Print / PDF** puts *Page 1 of 2* under each page, when there is more than one. It works in every layout, for Print and Open in PDF alike.
- **Print fixes** — an empty line now prints as an empty line (the space you leave for a signature used to close up). Print and Open in PDF now turn the page by the same rules: a heading stays with the text under it, a table row, picture, callout or code block is never cut in two, and no paragraph leaves one line alone at the foot or the head of a page.
- **Copies** — **Duplicate** and **Translate** keep the page's layout, and renaming a page made from a template no longer makes it forget which template it came from.
- **Nothing to run** — no database update this time.
## October 2026 — Scribe and Documents: who can do what
Until now anyone in a company could change or delete anything in Scribe and in Documents & Sign, whatever their role. Both now have their own switches in **Settings → Users & Roles**, like every other area.
- **What each role gets** — a **Viewer** reads pages and files and changes nothing. **Operator** and **Payroll** add and change pages, spaces, files and folders, and send files for signature. **Manager** and **Admin** also delete. Roles your company made itself get what the Operator has; change any of it in the role.
- **Your own things** — anyone can still delete a page, file or folder they made themselves, and your private Scribe space is always yours, whatever your role.
- **Locks and spaces** — a page locked for admins is changed or deleted only by the person who made it or a Super Admin. A shared space is deleted only by someone with the right to delete spaces, or by the person who made it when every page in it is theirs.
- **Comments and links** — you change only your own comments, and delete your own (Managers and Admins delete any). A share link is revoked by the person who made it or an Admin.
- **Signatures** — a signature request is seen by the person who sent it, the people asked to sign it and Admins; the sender or an Admin cancels it. Each signer signs or declines only their own part, and the signed copy is filed once everyone has signed, beside the original and in its folder (a private folder stays private).
- **Private folders** — nobody outside a private folder can add versions, stars or links to its files any more, even if they know where to look.
- **No back doors** — a page can't be moved into someone's private space, or put under a page in another space, to get round these rules; comments and share links stay on the page or file they were made for.
- **Run first** — the database update `2026-10-16_rights_02_scribe_documents.sql`, then open this version.
## October 2026 — Settings, quieter
Preferences and Templates are calmer, and the “Settings › Company” line above the title of every Settings page is gone (it looked like a link and did nothing). Nothing works differently underneath: the same things are saved, with the same rights.
- **Preferences** — the theme tiles are bigger and sit right under the title, with the accent colours under them; the lines of explanation beside each section are gone. **Reset**, next to the colours, goes back to the theme’s own colour. In **About Tamra**, **What’s new** opens the last two releases, which used to be listed all the time.
- **Templates** — the intro line, the two helper sentences and the green **Default** mark beside the save buttons are gone; the list of your saved templates still says which one is the default, in plain words, and appears only when you have saved some. The style cards show a name and the picture (hold the pointer over one to read what it is for), the preview has one row of choices — **Shop order** or **Business order**, **Fit** or **100%**, **Print sample** — and in the tabs, hints that only repeated the name of the setting are gone; the ones that warn you of something stay.
- **Nothing to run first** — no database update in this release.
## October 2026 — Settings, round two: Move to Tamra, Preferences and Platform
The last three pages of Settings have the same plain layout as the rest: no boxes, sentence-case labels, one Save bar where there is something to save. Nothing was removed and nothing works differently underneath: the same rights apply and the same things are saved. That finishes the new layout across Settings.
- **Move to Tamra** — two sections on one page: **Where you’re coming from** (the system you are leaving, and the first day Tamra keeps the books) and **Your checklist** (the steps for that system, each showing what to export from the old system). Your place is kept as before. The last step, locking the books, now says the lock can be moved later in **Accounting Basics**; it said Company Profile, which doesn’t have it. See [Move to Tamra](02-setting-up-a-company.md#move-to-tamra).
- **Preferences** — your own page: **Appearance**, **Accent colour**, **Language** (of account names), **Notifications** and **About Tamra**. The theme, the colour and the language still apply the moment you pick them. The notification switches are saved with the Save bar at the foot of the page, which names what isn’t saved (*Payment received off*…); **Discard** puts them back. See [Preferences](02-setting-up-a-company.md#preferences-my-settings).
- **Platform** — for the platform owner. **Overview** (the totals, the HQ company, the leads funnel and the tenant register, which you can search and sort on any column), **Website Leads** and **Support** are tabs, and the tabs show how many new leads and open tickets are waiting.
- **On a phone** — Platform opens on a phone now, for the platform owner. Move to Tamra opened on a phone before; Preferences on a phone is still the phone’s own Settings list. The note at the foot of that list said users, taxes and numbering were on the desktop; it now says the other Settings pages are in the strip above, and that Templates, Country Packs and Account Mapping stay on the computer.
- **Two sentences in this guide were wrong** — Preferences never offered notifications by email (they appear in the bell), and **Platform** is for the platform owner, not for every Super Admin.
- **Nothing to run first** — no database update in this release.
## October 2026 — Settings, round two: Branding, Integrations and Templates
Three more pages have the same plain layout as the rest of Settings: no boxes, sentence-case labels, one Save bar where there is something to save. Every right that applied before still applies, and the same things are saved, with one change to how the logo saves (the first point).
- **Branding** — the logo, the letterhead, stamps and signatures, the brand colour, the documents (header, footer, status watermarks) and the email (from name, signature) as plain sections on one page. **The logo and the letterhead save the moment you add or remove them**; before, the logo waited for **Save** while the old file was deleted at once, so leaving the page without saving could leave the company with no logo at all. Everything else saves with the Save bar at the foot of the page, which names what isn't saved (*Brand colour*, *Document footer*, *Letterhead writing area*…); **Discard** puts it back. See [Branding and Templates](02-setting-up-a-company.md#branding-and-templates).
- **Integrations** — **Online payments** first (the switch, the enrolment guide and where your Stripe account stands), then **WhatsApp**, **API keys**, **Webhooks** and **Recent deliveries**, on one page. A revoke, pause, delete or redeliver that your role isn't allowed to make now says so, instead of looking as if it worked. See [Integrations](02-setting-up-a-company.md#integrations).
- **Templates** — the same editor and live preview. The Save bar at the foot of the settings column says what isn't saved (*Design*, *Name*), or *Not saved yet* for a template you haven't saved; **Discard** puts the design back to what was last saved, and **Undo** and **Redo** work as before.
- **Smaller things** — a new tax rate's Save bar says *Not added yet* (it said "1 change not saved" before you had typed anything). E-Invoicing's readiness list pointed at pages that don't exist; it now names **Settings → Tax** and **Settings → E-Invoicing**. Two messages that said **Settings → Currencies** now say **Settings → Exchange Rates**.
- **On a phone** — Branding and Integrations open on a phone now. Templates stays on the computer, where it has room for the preview.
- **Nothing to run first** — no database update in this release.
## October 2026 — Who can change what, part two
Four places where Tamra trusted the screen to keep people to their role now have the same rule in the database, and one page that never opened now does. Reading is unchanged everywhere.
- **API keys and webhooks** — made, paused and deleted by someone whose role in *this* company has **Integrations edit** (Super Admin has it; give it to Admin in Users & Roles if you want). Until now an Admin of any company could do it, including someone who is Admin of their own firm and has a small role in yours. Email sending and branding take **Company Profile edit** in this company. A webhook's signing secret is no longer readable by everyone: the key button on its line shows it, with a Copy button, to people with Integrations edit. See [Integrations](02-setting-up-a-company.md#integrations).
- **Manufacturing** — recipes, routings and work centres need the Bill of Materials rights, orders the Manufacturing Orders rights (and change directly only as drafts), and work orders change only on the shop floor, as the person signed in. A Viewer could change a finished work order's labour through the API, and it went into the product's cost. See [Manufacturing](13-manufacturing.md#if-something-goes-wrong).
- **Projects** — projects, milestones and timesheets need the Projects rights, tasks the Tasks rights. A Viewer could change a project's rate or log hours for a colleague. The screens now say so instead of looking as if it worked. See [Projects](15-projects.md#if-something-goes-wrong).
- **Your published price list opens** — the link from **Price Lists → Copy link** now opens for customers who aren't signed in, as it was meant to, and fits a phone screen. See [Price lists](04-products-and-pricing.md#price-lists).
- **The portal** — a portal link or a message only for one of your own customers, and a message always under the sender's own name. See [the customer portal](07a-the-customer-portal.md#giving-a-customer-access).
- **Card payments** — Tamra records a card payment only from the checkout it opened for that payment link, on the Stripe account it opened it on.
- **One database update** — `2026-10-16_rights_01_who_can_change_what.sql`, run after the app is up.
## October 2026 — Settings, round two: Tax, E-Invoicing and Email
Three more pages have the same plain layout as the rest of Settings. Nothing was removed and nothing works differently underneath: the same rights apply and the same things are saved.
- **Tax** — the rates in one list, with *Show archived*, **Add rate** and **Edit**. A rate opens on its own page instead of a pop-up: the rate, the VAT return box it goes in, the VAT you can't recover, and whether it is active. The defaults (sales and purchase rate, tax scheme, reporting frequency, VAT quarter) have their own Save bar. See [Tax](02-setting-up-a-company.md#tax).
- **E-Invoicing** — your deadline, what an Accredited Service Provider would reject, your seller details and the transmission settings, in that order. One Save bar covers the seller details and the transmission settings. See [Country Packs](02-setting-up-a-company.md#country-packs).
- **Email** — the line under the title says whether your domain is not set up, waiting for its DNS records, failed or verified; each DNS record shows its own status with a **Copy** button. The button now reads **Verify now**. See [Email](02-setting-up-a-company.md#email--sending-from-your-own-domain).
- **On a phone** — Tax, E-Invoicing and Email open on a phone now.
- **Nothing to run first** — no database update in this release.
## October 2026 — Settings, round two: four pages
Numbering, Exchange Rates, Data Sharing and Country Packs now have the same plain layout as Company Profile, Account Mapping, Users & Roles and the Activity Log. Nothing was removed and nothing works differently underneath: the same rights apply and the same things are saved.
- **Numbering** — one line per kind of document with its prefix and the next number; **Edit** opens that document type, shows the next number as you type, and the Save bar says what changed. See [Numbering](02-setting-up-a-company.md#numbering).
- **Exchange Rates** — *Add or update a rate* on top with a preview of the rate and its inverse, then the saved rates, newest first. See [Exchange Rates](02-setting-up-a-company.md#exchange-rates).
- **Data Sharing** and **Country Packs** — the same page layout; Super Admin only for sharing, as before.
- **On a phone** — Numbering, Exchange Rates and Data Sharing open on a phone now.
- **Nothing to run first** — no database update in this release.
## October 2026 — Roles, invitations and access reviews
The rest of Users & Roles: roles you can question and compare, invitations with a history, and a regular check of who can do what.
- **Who can do this?** — on the Roles tab, type *post journal entries* and see the roles and the people who can. See [People, roles and invitations](02-setting-up-a-company.md#people-roles-and-invitations).
- **Compare roles** — tick two or three; see where they differ, area by area.
- **Build roles faster** — Duplicate a role, search the rights, show only what's on, copy from another role; the Save bar says what turns on and off and who it affects before you save. Deleting a role names who moves to Viewer.
- **Invitations with a history** — waiting, expired, accepted and revoked, with Copy link, Resend and Renew. **Invite people** takes a whole pasted list and leaves out anyone already in or waiting.
- **Access review** — mark each person *Looks right* or change them; finishing writes one line to the Activity Log.
- **On a phone** — Users & Roles opens on a phone now, as cards.
- **Nothing to run first** — no database update in this release.
## October 2026 — People and the Activity Log
Users & Roles tells you who is around and what needs a look, and the Activity Log reads like sentences.
- **The Activity Log, in words** — *Aisha posted invoice INV-0248*, *Dave changed the books lock date from 30 Jun 2026 to 30 Sep 2026*. Open a line for before and after, the reason when one was recorded, and a link to the page. See [The Activity Log](02-setting-up-a-company.md#the-activity-log).
- **Filters that work** — Created, Changed, Posted, Deleted and Security, plus search, person, area and dates, across the whole log. **Export CSV** downloads what you filtered. Salaries, bank and ID numbers are never shown.
- **Last seen** — Users & Roles shows when each person last had Tamra open, instead of a *Last sign-in* that always said *Never*.
- **Needs a look** — an expired invitation, someone away for over 30 days, a company with one Super Admin.
- **Several people at once** — tick people, then change their role, deactivate or reactivate them, with a preview of what changes for each first.
- **One page per person** — profile, role and status with one Save bar; a role change shows what it gives and takes away before you save; recent activity at the bottom.
- **Nothing to run first** — no database update in this release.
## October 2026 — Settings, rearranged
Settings has a home page, a search, and one layout on every page.
- **All Settings** — the Settings icon (and ⌘, or Ctrl+,) now opens a home page: a search, five quick links, *Worth a look* (what still needs setting up, in plain sentences) and every page in six groups. See [Finding your way around Settings](02-setting-up-a-company.md#finding-your-way-around-settings).
- **Find a setting** — type *VAT*, *logo* or *lock date* and Tamra shows the pages and the fields inside them that match. Press **/** on any Settings page to search.
- **Six groups** — Company, Accounting, Tax & Compliance, People & Access, Connections, You & Setup. Each folds away in the menu. Every page keeps its address.
- **Accounting Basics** — base currency, financial year, books lock date, default sales warehouse and price variance moved from Company Profile to a page of their own, with the same fields and rules. See [Accounting Basics](02-setting-up-a-company.md#accounting-basics).
- **One Save bar** — on Company Profile, Accounting Basics and Account Mapping, a bar at the bottom says what isn't saved yet: **Save changes** or **Discard**. Account Mapping can show only the accounts not set yet.
- **Nothing to run first** — no database update in this release.
## October 2026 — Customer returns
Goods customers send back now have their own record, with the goods and the money as two steps on it that never drift apart.
- **Record a return** — on a posted invoice, enter what is coming back and whether each line is good or damaged. Saving makes a return (RET-0001): good goods go back on the shelf at the cost they left at, and the credit note is made against the invoice in the same click. See [Customer returns](06-invoices-in-depth.md#customer-returns).
- **Damaged goods** — kept apart in *Damaged returns*, with no stock value; their cost goes to a **Customer returns write-off** account, made for you the first time (or choose one in Settings → Account mapping).
- **Before the goods arrive** — record the return as *The customer will send them*; nothing posts until the warehouse receives them in **Inventory → Returns → Customer returns**, where fewer than expected can be received. The credit note follows on receipt, or can be made first.
- **Two people, two steps** — tick *Receive and credit as separate steps* on that screen: the warehouse receives, someone who can post invoices makes the credit note.
- **Replacements** — the goods come back and no credit note is made.
- **A Sales Returns account** — optional, in Settings → Account mapping: credits from returns go there instead of each line's revenue account, so returns show on their own in the profit and loss.
- **Nothing twice** — only what was delivered can come back, a credit note on lines a return holds is refused and names the return, an invoice with a return stays posted, and a return's receipt can't be undone.
- **Before the database update** — run *2026-10-15_ret_01_customer_returns.sql* after the 1.96 one, then put up the app. Its row should say true for every part.
## October 2026 — What random testing found, part three
What a fourth wave of random testing found — on the phone, through the API and Eagle, in prices and cartons, in making and maintenance, and in expense claims and projects — with what a last hunt on 1.95 turned up in receivables and buying.
- **Receivables and statements** — an invoice or bill in another currency can't be unposted while an exchange revaluation that took it in is still in the books, also one set to reverse the next day: Tamra names the revaluation (its date and entry number) and says how — reverse it (**Multi-Currency → Revalue**, pick the date, **Reverse it**), unpost, then revalue that date again, or issue a credit note (a debit note for a bill) instead (unposting left the revaluation on the customer's balance: the ledger said −2,257.34 while Aged Receivable said 0, and posting again added it on top). A payment is rounded to its currency's decimals first, on invoices and bills, on a computer and on the phone: a yen invoice paid ¥42,538.99 reads *Paid* (it read *Partial* with nothing open), and an amount smaller than the currency's smallest unit is refused: *A payment of JPY 0.4 rounds to nothing: amounts in JPY have no decimals. Enter at least JPY 1.* Statements show a foreign deposit or prepayment used in part exactly as the ledger holds it, each use at its own rate, so a statement from the beginning and one from a later date close on the same balance (they were a fils apart); a customer's statement as at a day before a deposit was used shows the deposit still held and the invoice still open, as a vendor's does since 1.95. An open payment link follows the amount due: when a few fils are added it is set to close, so a new link asks the right amount, and while the amount it asks is still right it stays open (a dinar link asked 277.71 when 277.714 was due, and one already rounded up closed at any change to the invoice). The document discount comes off the goods and services only: a *Less: advance* line comes off at its full amount on screen, in print, on the e-invoice and in credit notes (10% off an invoice of 10,000 + VAT less an advance of 1,050 took part of the discount from the advance, and the invoice asked 8,505 instead of 8,400), and an invoice to a sister company makes a bill for what the sister owes.
- **Prices and cartons** — a line sold by the carton is priced from the price list: 10 cases of 24 are priced as 240 bottles at the list's bottle price, in the document's currency, on quotations, orders and invoices (they were billed USD 56.70 instead of 1,224.00, or at the catalog price in dirhams); a price you type stays. A list chosen in **Price list** above a document's lines gives its price in the document's currency and applies its category rules (a dollar list on a dirham quotation gave AED 9.43 for USD 9.43, and no category rule), and a list in another currency converts through your company's currency on a document in a third one; with a rate missing, the line keeps its price (it converted one for one). Prices on a back-dated document take that day's exchange rate and the list's rules for that day (they took the day you typed). Dinar list prices keep their third decimal (2.887 became 2.890), and prices from a list carry up to 4 decimals. A carton already used on a document, drafts and purchases included, keeps its size and can't be deleted: Tamra names the document and asks you to add a new carton (changing its size rewrote posted invoices: a credit note took back 50 of 60 bottles). Recurring templates take the customer's price-list price in the template's currency (a dollar template billed the catalog price in dirhams: USD 315 a month instead of 78.75). A quotation converted to a sales order keeps its total and VAT to the fils (a quotation of ¥33 became an order of ¥32). Published price lists show what a customer on the list pays: converted, in the list's decimals, with its category rules, your brand colour and your own day, without archived products (they showed product rules only, at two decimals, archived products too, and the page opened for nobody). For now the page opens only for someone signed in to Tamra.
- **Buying** — a debit note on a bill in another currency whose VAT can't be recovered now posts (it stopped with a database error), and so does a debit note with a free line. Debit notes that together take a whole bill line, with recoverable VAT or none, take exactly that line and its VAT: the last one takes what is left, so the bill settles to the fils; the **Debit Note** window shows that amount, and a fixed asset bought on the line comes down by exactly as much (three notes of 1 on a line of 3 × 294.525 took 294.53 each, a fils more than the line's 883.58). On a line with VAT you can't recover, or a reverse charge, each note is still rounded on its own. Goods received in parts against a bill typed without an order leave nothing in goods received not billed: the receipt that completes the bill sends the parts' rounding to price variance, as orders do since 1.94 (a fils stayed behind).
- **Making and maintenance** — MRP counts what each order needs in the unit the part is stocked in, so 500 g of flour kept in kilos is 0.5 kg (four loaves needed 2,000 g, and MRP put 1,995 kg on the request for quotation), and counts as incoming only what purchase orders still have to deliver (an order received in part counted in full). A routing or work centre that a confirmed or running order uses can't be deleted: Tamra names the order — complete or cancel it first, or untick **Active** to stop using a work centre; an order whose routing was deleted earlier still waits for its work orders and books their labour (it completed with 0.00 labour). **Cancel MO** cancels the order's work orders too, and the **Shop Floor** won't start, pause, resume or finish work for a cancelled or completed order; minutes already worked are kept (the work orders stayed on the floor and could still be run). **Unbuild** puts lot and serial parts back under their own lot or serial number, and an order unbuilt in full gives every part back at exactly the value it was used at (it came back a few fils off, the difference booked as an inventory loss). A spare-part withdrawal from a month that is now locked can be cancelled: the reversal is dated today (the cancel was refused, and the parts stayed charged to repairs).
- **Expense claims and projects** — a billable claim line is billed at what it cost you, VAT you can't recover included: a dinner of 1,050 with 50 of VAT you can't recover, at 10% markup, is billed at 1,155.00 + VAT (it was 1,100.00 + VAT). **Duplicate** leaves out lines that bill expense claims, so a claim is never billed twice: the copy's notes say which, and an invoice with nothing but claim lines isn't copied (the copy billed the same claims again). Billing claims onto a draft with a discount keeps the discount (the draft said 1,360.00 instead of 1,228.50). The expense reports and the dashboard count VAT you can't recover as spend, as the books do (they left it out), and the reports and their CSV say *net of VAT recovered*. An advance can be kept only in an asset account of its own, such as *Employee advances*, and **Give an advance** and the **Cash advances are kept in** rule offer only those (Trade Receivables, VAT input or stock were taken). A claim can't be paid back, matched to a bank line or settled from an advance before the day it was approved, and a correction can't move a paid claim's approval after its payment (the employee's payable went below zero in between). Dinar claim lines keep three decimals, and yen claims whole yen (they stepped in hundredths). A claim taken out of a payroll run leaves its payslip and the run's totals at once (the payslip still paid it). Totals across projects — the Projects dashboard, Milestones and Reports — add each project in your currency at the rate on file and name any currency without one (dirhams and dollars were added as if the same). Deleting a project or a task with time logged says why, in plain words (it showed the database's error).
- **The API, Eagle and the phone** — an invoice made through the API is a draft with no number until it is posted in Tamra, so deleting one leaves no gap; it carries VAT on every line (a line can name its rate, and the API now lists the company's rates), its totals match its lines to the fils, and it falls due by the customer's payment terms unless a date is sent (drafts took a number at once, carried no VAT and never fell due). Reading bills through the API works (every read failed), and so does adding a product, counted in Units unless another unit is sent (every one was refused); customers and vendors added through it are in your company's currency unless another is sent (they came in as US-dollar contacts), and a revenue account from another company is refused. An advance invoice applied outside the screens is refused with the way to do it: **Apply Advance** on the draft invoice adds a *Less: advance* line (applied that way, it could never be undone). Eagle drafts quotations and invoices with VAT on every line, at your default sales rate, and shows the VAT before it drafts; an invoice it drafts falls due by the customer's terms, and its **Open** link for a journal entry it drafted opens that entry (its drafts carried no VAT and the link opened nothing). On the phone, *Sales Order created* on a converted quotation opens the new order (it opened none).
- **Before the database update** — run *2026-10-15_rt_03_what_random_testing_found_three.sql* after the 1.95 one, then put up the app, as always. Its first row should say true for every part; the second row counts what the old behaviour may have left: send it to me. What changes for you and the team: an invoice or bill in another currency that a revaluation still in the books took in can't be unposted until that revaluation is reversed; a payment that rounds to nothing is refused; a draft saved before 1.96 with a discount and a *Less: advance* line must be opened and saved again before it posts (posted invoices keep their figures); a carton used on a document keeps its size, so add a new carton for another size; prices from a list carry up to 4 decimals; a billable claim line with VAT you can't recover is billed with that VAT in its cost (for you to confirm: it can be taken out on its own); **Duplicate** leaves out claim lines; staff advances are kept only in an asset account of their own; a claim can't be paid back before it is approved; a routing or work centre in use can't be deleted; cancelling a manufacturing order cancels its work orders; and an invoice drafted through the API has no number until it is posted (the API answers *null*).
## October 2026 — What random testing found, part two
The rest of what random testing found, in card payment links and the customer portal, printed documents and e-invoices, and moving in from another system, with what a review of 1.94 and a last mixed run turned up.
- **Card payment links** — a card payment is never lost for want of an exchange rate: with no rate on file for its day, the newest rate before it is used, else the invoice's own. Money paid in another currency than the link's is held, not booked as if it were the link's: the link says so and the invoice's people are told. A payment that arrives on a day your books are locked is recorded on the first open day. A dinar or rial link asks the open amount rounded up to the hundredth a card can charge, and the extra fils wait as the customer's deposit (a few fils used to stay open with no way to collect them). Refunds and disputes made in your Stripe dashboard are noted on the invoice and in the bell for you to record: Tamra doesn't book them by itself.
- **Moving in** — an opening bill now carries its line on Opening Balance Equity, so one unposted and posted again books the payable right (it booked the total as VAT input); a bill with no lines says so instead of posting. Running **Stock on hand** again never brings an item in twice, even after it sold out. The trial balance leaves your default bank and cash accounts to the banks step, and a bank set up afterwards posts only what the trial balance doesn't already hold. **Journal Entries → Reverse** takes back the opening trial balance and an opening credit on their own date (with the books locked it says how to reopen them). Finished goods, work in progress and every account under your stock heading wait for the stock step. An opening credit works like a deposit: apply it to an invoice or bill, take it off again with **Remove**, and force unpost frees it. A company in both the customers and the vendors file becomes one contact, customer and vendor. In three-decimal currencies an amount like 12,500 is flagged as reading two ways until you write it 12.500 or 12500.
- **Printed documents and e-invoices** — an invoice, quotation or order in another currency prints the VAT in dirhams the posting booked; an invoice that used an advance prints it as applied. UAE e-invoices carry a deduction line and a yen invoice's rounding the way the format asks, and the inbox reads the supplier and the date of an incoming e-invoice. A dinar, Bahraini or Omani invoice can't go out as a UAE e-invoice, which carries two decimals: Tamra says so before anything is sent.
- **Money, to the fils** — **Unmatch** on a bank line leaves the invoices and bills exactly as **Void** on the payment would, rounding included. A dinar bill's **Payments** tab, **Apply Advance**, customer and vendor statements, the VAT return (Boxes 12 and 13) and the phone's Home card read dinar amounts to the fils, and statements show a deposit or prepayment of a few fils. A vendor statement as at a date before a prepayment was applied shows it unapplied, as the ledger does, and shows the exchange difference when a debit note is set against a bill at another rate.
- **Invoices** — an invoice whose total was changed after its lines (through the API, or a tab of an older version) is refused at posting when it asks more than its lines less its discount plus VAT. **Duplicate** no longer copies the sale of a fixed asset (an asset is sold once: use **Sell** in Assets), and no invoice line can take money off a fixed-asset account without selling the asset. An invoice to a sister company that uses an advance posts: the sister's bill carries the goods and services and names the advance for the sister to apply. A credit note on an invoice to a sister company stays out of the group's sales when it is unposted and posted again.
- **Guards** — a posted till sale changes only through **Refund** and **Void**, also through the API (a cashier could change a posted sale's payment and the drawer's expected cash with it). Only posting an invoice to a sister company marks an invoice or bill as between group companies. A bill archived after it was paid comes back into the list when money is open on it again (a voided payment, **Remove** of an advance, a bank unmatch). Your calendar feed link is readable only by you.
- **Before the database update** — run *2026-10-15_rt_02_what_random_testing_found_two.sql* after the 1.94 one, then put up the app, as always. Its first row should say true for every part; the second row counts what to look at, all expected 0 except *opening_credits_usable* (opening credits that now work like deposits).
## October 2026 — What random testing found
This release comes from random testing. On copies of the books, Tamra ran thousands of random sequences of real work — quotations through to payments, bills and notes, stock and the till, the bank, assets, claims and payroll — more than 200,000 steps, with the books checked after every step: the ledger against the documents, stock against its value, each bank against its card. Then, 504 times, two people did something to the same document at the same moment. What it found in the areas below is fixed in this release; the rest — in card payment links, printed documents, e-invoices and moving in — came in 1.95.
- **Buying** — a bill with a debit note set against it can't be unposted: the message names the note and how to correct the bill (it was unposted with the note still on it, and payables went below zero). A bill settled by a debit note, **Apply to bill** or a vendor advance shows *Partial* or *Paid*, like one paid in money (it stayed *Awaiting payment* in the lists and on the dashboard), and a dinar bill with a few fils still open shows *Partial* and stays in **Pay Bills**. Foreign-currency bills and invoices paid or settled in full leave exactly 0.00 owed, also when a payment in the middle was voided. An order received in parts and then billed leaves 0.00 in goods received not billed. A debit note sends goods back from the warehouse they arrived in. On an order nothing has arrived on but that has a posted bill (a forwarder's freight, or goods billed ahead), **Cancel** and **Close the rest** name the bill to unpost first; each used to send you to the other. A vendor's statement shows a prepayment not yet applied as money the vendor holds for you. A bill or debit note with money still open can't be archived (it dropped out of the Bills total and the phone's payables while the books still owed it), and archiving or unarchiving needs **Bills edit**. Voiding a payment on a bill archived after it was paid brings the bill back into the list, since money is open on it again. A bill with a free line beside priced ones posts (the free line books nothing), and so does an invoice to a sister company with a free line, whose bill the sister gets. The **Purchase dashboard** counts spend and what you owe the way Aged Payable does: a debit note takes off both (a bill of 1,050 with a note of 1,050 showed 2,100 owed), and every bill is read, not the first 1,000.
- **Remove an advance** — on a posted bill's or invoice's **Payments** tab, **Remove** under an advance takes it off a document it was set against by mistake: a vendor advance applied to a bill, or a customer's advance or deposit set against an invoice from **Books → Payments → Advance / deposit**. The entry that used it is reversed on its own date, the document is open again for that amount, and the advance is free for another document or a refund. It needs the right to post bills or invoices; an advance used on or before the Books Lock Date stays.
- **Selling** — **Force unpost** on an invoice paid with a customer deposit takes the deposit off and leaves its money in the bank, free to use again (it reversed the deposit's own receipt: 1,000 left the bank in the books). It reverses each entry on its own date, so past reports and VAT returns keep matching the books, and it is refused when that date is locked: issue a credit note instead. A force-unposted invoice can be paid again. **Duplicate** no longer copies an invoice's *Less: advance* line. An order with a draft invoice, or with a posted one not credited in full, can't be cancelled or put back to draft until that invoice is deleted or credited, and the invoice of a cancelled or draft order can't be posted (it billed goods that would never ship). Closing an order line below what its posted invoices bill — **Close the rest**, or a delivery validated short without a backorder — asks for a credit note first. **Apply Advance** offers only advances in the invoice's currency and never takes the invoice below zero. One deposit can be used on the same invoice twice. Recurring invoices and invoices made from orders add up to the fils. **Aged Receivable**, the Home money card and the **Sales dashboard** count an advance invoice that is still owed (its payment voided), and the Sales dashboard counts what customers owe the way Aged Receivable does, credit notes taken off (it showed 1,800 where the books said 1,275). Dinar documents settle to the last fils, and **Payments** shows their three decimals. Credit notes on foreign invoices leave no fils behind. The books check on **Aged Receivable** counts an advance invoice still owed once: since the aged report counts it, it was counted twice. An invoice with a percentage discount books all of it as discount, including the fils its lines' rounding adds (that fils went to Rounding Differences). Voiding a deposit that is used on an invoice names the invoice and says to take it off first with **Remove** on its **Payments** tab.
- **Nothing to book, nothing to post** — an invoice or bill where every line is free can't be posted: posted means it has a journal entry, and there is nothing to put in one (an invoice an advance covers in full still posts). Free goods go out on a sales order's delivery, which ships them without an invoice.
- **Payments on or after their document** — a payment, receipt or refund can't be dated before the invoice, bill or note it settles (on a day in between, the ledger showed the customer owing less than nothing). Money received before the invoice is a deposit: record it under **Books → Payments → Advance / deposit**, then apply it to the invoice; money paid to a supplier before the bill is a prepayment, recorded the same way and applied to the bill. A card payment from a payment link dated before its invoice is kept as a customer advance. A card payment from a payment link can now be voided like any other.
- **Two people at once** — a tab still showing a draft invoice that someone else has since posted can't undo their posting: saving or posting there says *INV-0004 was posted by someone else — reopen it* (it put the posted invoice back to draft, without its number, while its entry stayed in the books). Posted invoices and bills change only through Post, Unpost, payments and notes. Two payments recorded at the same moment on one invoice or bill both count (an invoice forgot one), and nothing is unposted while a payment is being recorded on it. A credit note, a debit note or a deposit can't be used twice at once, and a payroll run approved, cancelled or voided twice at once happens once. A bill edited while it is being posted keeps its posted amounts. A till refund made while its session closes goes to an open session, and a sale already refunded in full says so. An invoice or bill whose lines don't add up to its total is refused at posting. A posting can't land in a period someone is locking at that moment.
- **Stock** — making a product that isn't kept in stock (a consumable or a service) books its cost to that product's expense account, else its category's, else the company's (it went into and out of the stock account, and the cost never reached the P&L). Unbuilding a standard-cost product puts the standard cost variance back on the account the order booked it to. A product with serial numbers moves in whole pieces only, and its quantity fields step by 1 (0.25 of a phone could be delivered). Cancelling a spare-part withdrawal puts each part back under its serial number or lot. Under FIFO, goods sent back to a supplier leave stock at what they cost on their own bill, not at the oldest stock's cost, and goods carried at 0.00 can go back (the return stopped with a database error). **Revalue** on a FIFO product keeps the stock's value and the books equal to the fils, and average cost leaves no value on stock that has gone. Receiving more than a typed bill covers puts the extra into stock at the bill's price and its value to price variance (it stayed in goods received not billed).
- **The till** — a cash refund can't take the drawer below zero: Tamra says how much cash is in the drawer, and to refund that in cash and the rest by card, or from the session that holds the cash. The refund window starts on the way the sale was paid (it always started on cash). A card, or any method but cash, can't pay more than is due unless the sale has cash to give the change from (the sale stayed a draft that kept the session from closing). A free item that cost nothing no longer makes an empty journal entry.
- **Books and banking** — Land is never depreciated: a new asset's salvage follows its category in whatever order you fill in the form (Land with its category picked before its cost was saved with no salvage and depreciated to nothing in its first month), and depreciation runs leave Land at its cost. Reversing a depreciation run after one of its assets was disposed of that month takes the month back once (it took it back twice). An invoice line that sold a fixed asset can't be credited while the sale stands; the message says what to do instead. A new bank account that makes its own ledger account (the default, *Will create*) saves again: since 1.88 it was refused every time. An entry dated before a foreign bank's first exchange rate no longer stops every bank's card, and that bank's Reconcile, from opening. Correcting a claim already paid back keeps what was paid; a one-fils difference goes to Rounding Differences. Consolidated reports with *Eliminate intercompany* leave out advances and prepayments between group companies.
- **Payroll** — attendance counts someone without a contract as working Monday to Friday, 8 hours a day (every hour they worked was overtime: a salary of 9,600 was paid 19,500); the hour's break the law requires after five hours' work isn't counted as work; and only time past the day's hours is overtime. **Void Payment** works on a partly paid run and reverses each payment still standing on its own date; a transfer the bank returned isn't reversed twice. A run pays everyone whose last working day is on or after its start, even when they left before you ran it. A change of salary structure in the month pays each structure for its own days. The **WPS file** pays only what is still owed (it listed every payslip at its full net pay, so a file sent for one returned salary paid everyone again). Leave over days already asked for is refused, and unpaid days come off the pay once. People who left stay on the **end-of-service provision** until their final pay is settled, and each booking brings the provision account to what the card shows; after **Undo last booking** the same day can be booked again. Paying and returning salaries use the Salaries Payable account the run was approved to, even if Payroll Settings has changed since, and salaries are paid only from a bank in your own currency. With pay by attendance, a run with no working day for someone pays them nothing instead of stopping for everyone. The gratuity counts a year on its anniversary, and **Recompute** keeps a payslip's Returned and Voided payments.
- **Who may change documents** (approved 14 October) — only people whose role allows it can add, change or delete invoices, quotations, sales and purchase orders, RFQs, recurring templates, bills, products and till sales, through the screens or any other way; a Viewer changes none of them (outside the screens, one could). Invoicing, cancelling or reopening a sales order, starting a purchase order and deleting a draft bill check your role on the server, as the screens do. Posted invoices, bills and till sales, and new purchase orders, record who was signed in. Only a Super Admin can delete a Super Admin's account, and nobody can change a colleague's calendar feed link.
- **Eagle** drafts invoices again: every invoice it drafted was refused.
- **Before the database update** — run *2026-10-15_rt_01_what_random_testing_found.sql* after the 1.93 one, then put up the app, as always. Its last row should say true for every part; it also sets right the status of bills a debit note or an advance settled before the update (they read *Awaiting payment*). What changes for you: an invoice or bill where every line is free is refused — send free goods with a sales order's delivery; a standard-cost product unbuilt after being made below its standard puts the variance back on Purchase Price Variance (5990 in the standard chart), where the order booked it, not on Inventory Shrinkage (5920); someone who left counts as settled once the payslip covering their last working day is paid; the first end-of-service booking after the update brings the provision account to the card, taking in any entries made on it by hand; and attendance recorded before the update keeps the overtime it was given, so look over this month's overtime for anyone without a contract before the next run.
## October 2026 — Invoice the rest
- **Invoice the rest** — a sales order invoiced in part (some lines, or part of a quantity) offers **Invoice the rest** once its invoice is posted: the new draft carries what is left on the order. Since 1.92 the database could do it, but the order showed only *Open invoice*.
- **Drafts say Draft** — a draft invoice made from an order or a bill reads *Open draft invoice* on the order and *Draft* on the bill and on the sales dashboard, and a draft without a number sits at the top of the invoice list, with the newest; it takes its number when it is posted.
- **Move the balance, on the Account Mapping screen** — changing the receivables, payables, advances or stock account while it carries a balance opens **Move the balance** in Settings → Account Mapping, as 1.90 described; and Sales Discount, Purchase Discounts and Inventory Adjustments list every kind of account they can hold. 1.90 had put both on a copy of the screen the app doesn't show.
## October 2026 — Till and stock edges
- **Lots on every way out** — stock brought in by lot or serial number (from *Move to Tamra* or a receipt) leaves again through the till, deliveries, transfers, counts, spare-part withdrawals, production and vendor returns. A quantity that names no lot is taken from the product's lots on that shelf: the lot that expires first, then the oldest, one move per lot. These looked only at stock without a lot and found none. A till refund puts the goods back into the lots they came from.
- **Refunds after the till closed** — a sale from a closed session is refunded from an open one: the same till's, or else the open session of the person refunding. The refund window says which session pays, and that session's Z-report and expected cash count it.
- **Free items** — an item at 100% off rings up and posts; a sale with nothing to book posts without an entry, and giving a free item back works too.
- **Landed cost for any supplier's order** — a freight forwarder's or customs broker's bill picks the order its costs are for under **Landed cost for**, whatever the supplier. A landed-cost line on a bill with no order is refused instead of being quietly expensed: pick the order, or untick *Landed cost* to post the line as an expense.
- **Freight for goods that won't come** — freight waiting in goods received not billed for goods whose order line was closed joins the goods that came, or goes to the freight's own account.
- **Production** — a service step or consumable on a recipe is absorbed from its own expense account; it was taken out of the stock account, leaving the books below the valuation.
- **Debit notes and vendor returns** — a debit note *with goods returned* is refused when the goods are no longer on the shelf; a vendor return that can't go out can be cancelled in **Inventory → Returns** (the debit note stays; what waited in goods received not billed moves to price variance).
- **The Z-report** — each payment line counts what the method kept: change handed back on an over-payment comes off the cash.
- **Smaller fixes** — FIFO *Revalue to* sets each layer to the cost you type; an opening float below zero is refused; a new Cash Over/Short account takes code 6995 first.
- **Before the database update** — run *2026-10-14_pos_01_till_and_stock_edges.sql* after the 1.92 one. Its last row should say true for every part. *lotless_rows_below_zero* counts shelves where a tracked product's row without a lot went below zero while its lots hold stock (production before 1.93): the total is right, and a count of that product puts the lots right. *returns_without_goods* counts vendor returns still waiting whose goods are gone: cancel them in Inventory → Returns. *freight_stuck_on_finished_lines* counts freight still waiting for goods that won't come: clear it from Inventory → Stock health → goods received not billed.
## October 2026 — Reports you can trust
- **Aged Receivable and Aged Payable on a past date** show what each document owed that day: an invoice paid later was left out, so the total was below the ledger. The screens and the CSV keep the minus sign of a customer you owe or a vendor who owes you.
- **Statements** age on their last day; the vendor side takes debit notes off; a customer or vendor shared between sister companies shows only the active company's documents.
- **The General Ledger** opens with the balance brought forward before the period, as its running balance starts (an account with no lines in the period showed no balance); the Balance Sheet's drill opens the ledger as of its date. The Trial Balance says whether it balances on every account while you search.
- **Group reports** — *Eliminate intercompany* leaves a settled sale's receivables and payables where they were and keeps its VAT; each company's column shows what elimination took out as one equity row. The group balance sheet splits earlier years' profit from this year's, and its PDF carries the currency translation line, so it balances like the screen. An archived account with postings stays on the P&L and the group reports, and an account can't be archived while products, categories, taxes, banks or tills still post to it.
- **Cash flow** — every bank account counts as cash (the card clearing account made it "out by" the card money); fixed assets bought on a bill are investing; revaluing foreign cash is its own line. **This Year** and **Last Year** follow your fiscal year on the P&L, the cash flow, the executive summary, the group reports and the phone.
- **Invoice numbers** — an invoice takes its number when it is posted (a draft shows *Draft*), and keeps it when it is unposted. Deleting a draft that was posted before cancels it instead: it stays in the list, marked cancelled, and its number is never used again. One number per company; a new prefix is checked against itself.
- **Credit limits** — posting an invoice that takes a customer over their limit says what they owe, with this invoice, against the limit, before you confirm. You can still post it. The customer page shows what they owe from the same figures.
- **Sister companies** — the bill made from an invoice to a sister company owes what the invoice asks, discounts and VAT included. A credit note on such an invoice drafts the matching debit note there, for its accountant to check and post from the bill.
- **Selling** — a sales order can be invoiced again for what is left on it; **Duplicate** keeps the discount, the shipping charge and each line's unit; a quotation past its validity date can't be approved in the portal; reminders count a customer's unused deposits and credit notes against their oldest overdue invoices first; e-invoices add up with discounts, carry your street, and a credit note names its invoice.
- **Recurring invoices** — two people running due templates at once bill once; a template on the 31st stays on month-end; a template in another currency bills at the rate on file; a template that made invoices is stopped and put away, not deleted.
- **Home, the Cash Radar, the phone and the assistant** count what is still open in dirhams at each document's rate, leave credit and debit notes out of money coming in and going out, and keep part-paid bills. Lists and Home read every row, a page at a time. On the phone, an invoice with prices including VAT shows them so, a new bill takes the vendor's terms as its due date, and an open credit or debit note says what it still owes. The assistant answers overdue invoices and unpaid bills again, gives revenue and spend before VAT, and names each bank in the cash position.
- **Before the database update** — run *2026-10-14_rep_01_reports_you_can_trust.sql* after the 1.91 one. Its last row should say true for every part. *duplicate_invoice_numbers* should be 0: if two invoices share a number, the one-number rule waits (*unique_invoice_numbers* says false) until they are looked at — tell me. *drafts_with_numbers* counts drafts that took a number before the update; they keep it, nothing to do. *recurring_stopped* is 0 on the day it runs.
## October 2026 — Assets and claims
- **Assets from bills** — an account set to make assets (**Chart of Accounts → the account → Makes assets**: as drafts, or in service) turns each bill line posted to it into an asset when the bill is posted, with no extra entry. On a posted bill, **Fixed assets** (in its ⋮ menu) makes an asset from a line already on an asset account, or **capitalizes** a line that went to expense (one entry, dated on the bill; undone before any depreciation). A debit note on such a bill lowers the asset's cost. Unposting the bill takes its draft assets with it, and is refused once one is depreciated, disposed of or capitalized.
- **Adding an asset by hand** asks where its cost is: an **opening balance** (Dr the asset, Cr Opening Balance Equity, with any depreciation already charged) or **already in the books** (no entry). A bought asset was booked a second time against Opening Balance Equity. Once in the books, its cost, accounts and dates stay as booked; an asset added by mistake can be **deleted** before it is depreciated.
- **Depreciation by the month** — each asset is depreciated once a month: a late-registered asset gets its missed months in the next run, in one line; declining balance is posted as declining balance; Land is never depreciated; a new life or salvage spreads what is left over the months left. A run is reversed in its own month, or on the first open day when that month is locked, and a month can be reversed and posted again.
- **Selling or scrapping** — a sale or trade-in goes through a customer invoice (**Sell** on the asset makes it): the invoice carries the VAT and the customer owes it, and the disposal takes its price from the invoice line. The depreciation is brought to the disposal day first, and the window shows the gain or loss before you confirm. The invoice can't be unposted while the disposal stands. Two people can't dispose of one asset, or reverse one run, at the same time.
- **The asset dashboard and register** count only assets in service.
- **Budgets** — a group account's actual includes its sub-accounts; income and costs stay apart with their signs; a budget in another currency compares with the actuals converted at the rate on file.
- **Expense claims** — a bank line a little short of a claim no longer closes it (it booked the difference as exchange); changing a line's category changes its account; a claim approved after the lock can be corrected on its approval date, and the phone approves claims when the books are locked; claim lines take only your own cost accounts; a claim can't be withdrawn while it is being approved; a claim that was posted once is cancelled, not deleted; **Bill to customer** dates the invoice on your company's day; a claim in dollars shows the dirhams with the dollars beside them; the phone's **Spend** matches the desktop's.
- **Before the database update** — the screens change with the app; the rules need *2026-10-14_ast_01_assets_and_claims.sql* (run it after the 1.90 one). Its last row should say true for every part; *assets_added_against_opening_equity* counts assets added by hand before this update — if any was bought on a bill, it is in the books twice: tell me which.
## October 2026 — Moving in safely
- **Opening balances, one entry each** — each customer's and vendor's opening balance from **Move to Tamra** (or **Opening balances** on Customers and Vendors) is its own journal entry, with its opening invoice or bill as the source. Unposting Al Noor's opening invoice takes out Al Noor's 1,000 only (it took Blue Ocean's 2,500 and Cedar's 4,000 out of the books too, while their invoices stayed open). A credit balance (an advance) is reversed from **Journal Entries**. Opening balances brought in together before this release stay as they are: correct one of them with a credit or debit note.
- **Safe re-runs** — running the balance file again skips anyone who already has an opening balance on that side, credits included (a credit of 300 became 600).
- **A customer shared by a sister company** can be given its opening balance (the whole file was refused), and a file whose balances net to nothing posts.
- **Reading your old system's files** — a Tally *3,000.00 Cr* for a customer is a credit on account, not money owed (and the other way round for a vendor); branches sharing one TRN are matched by TRN and name, so the Dubai branch's balance goes to the Dubai branch and the Abu Dhabi branch is created as its own customer.
- **Opening stock, warehouse by warehouse** — each warehouse's stock report comes into its own warehouse (an item already in stock in another warehouse was skipped); a standard-cost item comes in at its standard.
- **The trial balance doesn't post twice** — an old system's *Accounts Receivable*, *Accounts Payable* and *Inventory* lines land on Tamra's headings by name; those headings, and an account named like a control account, are set aside for the customer, vendor and stock steps (receivables came to 36,000 for 18,000). The final check compares a heading with the accounts under it.
- **Account Mapping keeps balances where they belong** — changing the receivable, payable, advance or stock account while it holds something now offers **Move the balance**: one entry, dated by you (on or after the last entry on the old account, and no later than today), brings each customer's or vendor's balance across in its own currency, or the stock whose account changes, and the change is recorded. A plain change that would leave a balance behind is refused (with AED 1,000 owed on 1131, receivables pointed at 1136 left the 1,000 there for good). After a move, what was booked on the old account before it is corrected with credit and debit notes, not unposted.
- **Stock accounts** — a category's stock account, or a product's category, doesn't change while its stock would stay on the old account; the inventory health check lists every stock account that still holds something.
- **Account Mapping's lists** — Sales Discount, Purchase Discounts and Inventory Adjustments list the kinds of account the setup chose, and any account a setting holds is always in its list (three showed *Not set*).
- **Angola** — an Angolan company can be created again; freight income and purchase discounts go to *63.9 Outros proveitos diversos*, and the pack never archives an account a setting points at.
- **Before the database update** — the screens change with the app (the import review, the result texts, the Account Mapping lists); the rules need *2026-10-14_mig_01_moving_in_safely.sql* (run it after the 1.89 one). Its last row should say true for every part.
## October 2026 — Currencies that clear
- **Payments of foreign invoices and bills, shown** — Record payment shows the rate the payment is booked at (the newest rate on file on or before the payment date, or the document's own when there is none) and what it comes to in your currency, and says when that rate is older than the document: a payment of EUR 10,500 lost AED 3,675 at a rate from August that nobody had updated. When the bank keeps another currency than the document (an AED bank receiving euros), it asks for what actually landed or left, and that decides the exchange gain or loss. Payment and receipt runs take each document's rate on its own, a refund goes through when the table has no rate (the note's own rate is used), and a payment into a month already revalued says to post that revaluation again.
- **Notes, advances and deposits at their own rates** — a credit or debit note set against a document at another rate takes each off at its own rate, the difference as a realized exchange gain or loss (AED 42 stayed in receivables), and an advance invoice's deposit is released at its own rate (AED 200 stayed in Customer Advances). Setting a note or an advance against a document takes the date you give, never before either document (it was always today).
- **Parts that clear exactly** — a document paid or settled in parts clears exactly what it booked, so no cents are left in receivables, payables or advances, and nothing above what is owed is accepted (EUR 50.01 was taken on EUR 50.00).
- **Three decimals for dinars, none for yen** — the Kuwaiti, Bahraini, Jordanian, Libyan, Iraqi and Tunisian dinar and the Omani rial keep their third decimal (KWD 1.234 + 2.345 was saved as 3.58; it is 3.579), and the yen, won and similar are whole amounts. Lines, totals, payments, statements, printouts and the amount in words follow the currency.
- **Rates where they belong** — the editors fill the newest rate dated on or before the document and say where it came from (*Auto-filled from settings* with its date, *Saved on the document*, *Typed*); a typed rate stays when the date changes, and with no rate on or before the date the editor says so (the "latest available rate" never worked, and a later rate isn't used). A duplicated invoice takes the rate of its own date. An expense claim line in another currency takes the rate of its own date, never 1.00 (a EUR 105 hotel was approved as AED 105). A sister company's bill is in the invoice's currency.
- **Statements and lists that add up** — statements show payments at the rate the invoice was cleared at, so a paid foreign invoice nets to zero, refunds as money paid out (one printed as *Payment received*), and a column with each line in its own currency. The invoice list, the Multi-Currency page and the Partner Ledger add each document at its own rate (EUR and AED were added as they were), a foreign bank's balance is what it holds in its currency, and the customer portal's totals and statement are in your currency.
- **Moving in with foreign balances** — an opening balance in another currency is brought in in that currency at the cut-over rate (*USD 10,000* became AED 10,000): a **Currency** column, a **Rate** column, or the currency written with the amount.
- **New companies** — creating a company works again (since the payroll update it was refused over two end-of-service accounts), and a company keeps the base currency it was created with in both places it is read.
- **Before the database update** — the screens change as soon as the app updates (the rate shown on payments, the decimals, the labels, the lists); the rules need *2026-10-14_fx_01_currencies_that_clear.sql* (run it after the 1.88 one). Its last row says each part is in place and counts what to look at: companies whose two base-currency settings differ and that have posted entries, claim lines in another currency approved at 1.00, and refunds saved without their rate.
## October 2026 — Money in the right direction
- **Your own bank and cash accounts** — New payment, Pay Bills, a bill's or an invoice's Record payment, advances, refunds and the phone list the bank and cash accounts under **Banking**, by name, banks first, and pick one for you only when the choice is clear: the default bank in Account Mapping, or the only bank there is. The card gateway's clearing account and headings like *1110 Cash on Hand* aren't offered (they were, and were sometimes picked for you), and a seventh bank coded 1136 is no longer missing. The server refuses a payment through any other account (*… is not one of this company's bank or cash accounts*); the bank and cash accounts set in Account Mapping count too. The dashboard's **Cash & bank** counts the same accounts as the cash reports.
- **Money the right way round** — payment runs and Pay Bills leave debit notes out, and New payment, receipt runs and Apply advance leave credit notes out: they were paid or "collected", sending money the wrong way. A bill's amount owed is less its debit notes everywhere (840.00 of 1,050.00, where it showed 1,050.00), a payment can't be more than an invoice still owes (a discount after tax included), and with no exchange rate on file each bill in a run is paid at its own rate (a run invented a 100.00 exchange gain).
- **A bill paid in its own currency** — the bill's Record payment asks for the amount in the bill's currency and shows the AED it comes to (a USD bill was labelled AED, so AED 3,672.50 typed became USD 3,672.50). The Payments register names the account each payment went through, and lists past 1,000 payments. **Void payment** says what it does: the payment and its entry are removed, and what it paid shows as owed again.
- **Reconciliation that closes** — the opening balance and anything dated before the first statement count as already on it, so a fully matched first month closes at zero (it was out by the opening). Exchange revaluation entries are left out of matching. Editing or deleting one line moves the statement's closing by that line's change only, and clearing unmatched lines takes their amounts off (an edit turned a closing of 2,760 into 760). **One bank line can clear several entries** — a batch debit, a deposit slip, a transfer and its fee: Reconcile suggests entries smaller than the line, *part of this line*. The workbench reads past 1,000 lines, and an imported *500.00 DR* is money out.
- **Closed months** — the Books Lock Date is still what stops postings in a closed month; when the book balance of the last closed month has changed since it was closed, the workbench says so, with both figures, so you can reopen it and look. The opening balance can't be changed once a month is closed.
- **Bank accounts** — deleting a bank with nothing booked to it works (it never did). Its ledger account is made in the same step as the bank, so a refused save leaves nothing behind, and an existing one picked for a bank must be an asset account that isn't receivables, stock, input VAT, supplier advances, goods received not billed or accumulated depreciation. A transfer in one currency moves the same amount out and in.
- **Bank charges with their VAT** — on a money-out line, *New entry* has **VAT included**: 105.00 of card fees at 5 % books 100.00 to the fees account and 5.00 to input VAT, and the VAT return counts it as a purchase (*Bank line*), with the books check counting that VAT with the documents.
- **Card payment links** — when the invoice changes after a link went out (part-paid another way, credited, unposted, deleted), the link is set to close: the portal stops offering it, and the next link made for the company closes the old checkout at Stripe. Money that still arrives is **always booked**: what the invoice owes goes to it and the rest becomes a customer advance (it used to be dropped without a word when the invoice had changed). One open link per invoice; a link keeps the customer and the invoice number if the invoice is deleted. The card fee is booked in the currency Stripe charged it in (a USD fee was multiplied by the rate), the payment is dated the day it was made in your time, and **KWD, BHD, OMR, JOD and TND** amounts go to Stripe in thousandths (a KWD invoice asked for a tenth), ISK and UGX as whole amounts.
- **Buying** — two bills can't take the same received goods on one order (payables went up twice), and a second draft bill from an order starts with what the first doesn't hold. Once anything has arrived on an order, or a bill is posted, it is closed with **Close the rest** rather than cancelled (cancelling stranded the goods received). A debit note on a *VAT included* bill gives back what was charged (105.00, not 110.25); a draft debit note has no Save & Post (it posted as a bill), and one set against its bill or sending goods back can't be unposted.
- **Selling** — a credit note on an invoice made from a sales order gives its discount back once (104.50 came back on a 94.50 invoice), goods credited before they ship come off the open delivery (the delivery is cancelled when nothing is left, and validating one with credited goods is refused), and a deposit that a credit note took back can't be deducted again. Recurring invoices are dated in your company's time, not the server's (between midnight and 4 a.m. in Dubai they landed on the day before).
- **Before the database update** — the screens change as soon as the app updates (the account lists, the bill's currency, the part matches, the warnings); the rules need *2026-10-14_bank_01_money_in_the_right_direction.sql* (run it after the 1.87 one). Its last row says each part is in place and counts what to look at: banks whose last closed month moved since it was closed, accounts payments went through that aren't banks (register them under Banking), payments already made the wrong way (void them and apply the note instead), payment links set to close, and open deliveries with credited goods.
## October 2026 — Payroll that pays right
- **Paid for the days each salary covers** — someone hired on the 10th, someone whose **last working day** (a new field on the employee's record, Employment tab) is the 20th, and someone whose raise starts on the 16th are each paid for the calendar days each salary covers, out of the period's days. A raise saved from **Salaries** closes the old record the day before the new one starts; it used to close on the start day itself, so that day was paid twice. Approved **unpaid leave** comes off the pay at the month's working days (Payroll Settings: 22 unless you set another), and the payslip shows the unpaid days in its attendance column; with **Prorate pay by attendance** on, a paid public holiday counts as present. A *% of basic* line is worked on the prorated basic. Two runs can't cover the same days: *Payroll PR-… already covers these days: cancel it, or change the dates.*
- **Overtime from attendance** — the hours in the attendance register (the *overtime hours* on a day) are paid at basic ÷ 240 × 1.25, the UAE's hourly rate plus a quarter, or at the rate you set on the salary structure's line. Every company gets an **Overtime** component (calculation *Overtime*, variable pay in the WPS file): put it on a structure to set its own rate, or leave it off and a run adds the line itself when there are hours.
- **Approve that checks** — a payslip with net pay below zero stops the run (*Payslip … has net pay below zero*): lower the deduction or spread the loan. A deduction component now names the **account it goes to**, and Approve refuses one without (*The deduction "…" has no account*): a loan repayment goes back to **Employee Receivables** (the loan), an absence back to **Salaries & Wages**, a fine or an insurance share to the liability it is owed to. The run's entry credits each deduction to its own account; it used to put them all in Salaries Payable, so the loan never came back. The update gives the LOAN and ABSENCE components their accounts in every company that has them.
- **Paying, one payslip at a time** — **Mark Paid** asks for the date, the bank the money left from (the settings bank unless you pick another; it must be one of the company's own bank or cash accounts) and which payslips: untick one to leave it owed. The run stays *Approved* until every payslip is paid, and **Pay the rest** pays what is still owed. A transfer the bank sends back is marked **Returned** on its payslip: the money comes back to the bank today and the salary is owed again. **Void payment** reverses each payment on its own date, and **Unapprove** reverses the accrual on its own date too; a run that is partly paid is voided first.
- **The gratuity, by the law** — years of service to the day (the leap days no longer shorten them), 21 days' basic pay for each of the first five years and 30 after, part years in proportion, capped at two years' basic, approved unpaid leave left out of the service. Daily pay is basic ÷ 30. The EOSB calculator shows the same.
- **End-of-service provision** — the **End-of-service provision** card on the Payroll dashboard (UAE) shows what the company would owe if everyone left at a month end, per person, and **Book the provision** posts the change since the last booking as **End of Service Benefit Expense (6160)** against **Provision for End of Service (2233)**, the chart's own, or the accounts the company names — so the cost lands in the months the service was given rather than when someone leaves. **Undo last booking** reverses it on its own date, with a reason.
- **Leave that accrues** — a leave balance accrues from the hire date: the type's days for the year to someone employed since the year before, else a twelfth a month for each completed month; a new year's balance starts with what was left of the old one up to the type's **carry-over limit**. The days on a request are counted by the server (calendar days, half days as half), a type's **applies after** days are checked, and leave that has started can't be cancelled.
- **The WPS file in the banks' layout** — one *EDR* line per employee: the 14-digit **MOHRE person ID** (new, UAE tab of the employee, from the labour card), the bank's 9-digit routing code, the IBAN, the period's start and end, its days, fixed pay, variable pay and unpaid days; one *SCR* line for the employer: the 13-digit **establishment ID**, the bank routing code, the file's date and time, the salary month, the count and total. The file is named by the establishment ID and the moment (*1234567890123261028100509.SIF*) in the company's own time. Deductions come off the fixed pay first. Each component says whether it is **fixed** or **variable** pay (overtime, bonuses and commissions are variable). The button tells you who is missing what before anything is made.
- **Before the database update** — the screens show the new fields and buttons as soon as the app updates; the arithmetic, the checks, payment by payslip, the provision and the leave accrual need *2026-10-13_pay_01_payroll_that_pays_right.sql* (run it after the 1.86 one). Its last row says each part is in place and counts the deduction components still without an account (give them one before the next Approve), payroll runs that already overlap (cancel one), employees without a MOHRE person ID (the WPS file needs it) and the companies whose chart has the two end-of-service accounts, where the provision can post (every company's chart does).
## October 2026 — Approving a selection of claims
- **Approve on a selection works again** — ticking several expense claims and choosing **Approve** approves each one the way the side panel does, and names any it couldn't (locked books, your own claim). Since 1.86 the selection's own call was refused with *you do not have permission*, while one claim at a time went through. **Reimburse** on a selection was never affected: it needs the claims approved first.
## October 2026 — Home’s agenda follows the Calendar
- **The agenda keeps up** — a task you add, move, finish or delete in the **Calendar** shows on Home’s **Agenda · next 7 days** as soon as you go back to Home, and a change made in another tab or on another device shows while Home is open. Home kept the agenda it had a moment before, so a task saved in the Calendar appeared only after a minute or a reload.
- **Selecting rows** — in every list with tick boxes (All Expenses, say), the whole tick cell ticks the row, and once one row is ticked, clicking other rows ticks them too instead of opening the side panel; the panel closes when you start ticking. Submit, Approve and Reimburse on the selection then run as before.
## October 2026 — Who can do what
- **The database checks what the screen shows** — every money, payroll and settings action asks for the permission the screen shows, and the database checks the same one, so a role can't do another way what the screen doesn't let it. Saving a role in **Settings → Users & Roles** writes one line to the **Audit Trail**: what was added and what was taken away. A switch nothing checks yet is marked *not used yet* in the permission editor.
- **Roles that match the work** — **Admin** edits the company profile, works in every module and manages the people in the company, but doesn't change what roles can do (**Users & Roles**) or integrations. **Manager** approves and posts and sees everyone's expense claims, which managers approve, but not payroll. **Operator** keeps day-to-day work; set-up — the chart of accounts, tax, assets, budgets, manual journals, HR records, warehouses and tills — is for the roles above. **Viewer** reads the business, but not salaries or other people's claims. A new **Payroll** role runs payroll and keeps HR records. A permission your company added to a built-in role on purpose stays.
- **Payroll checked by two people** — whoever computes a run doesn't approve it, and nobody changes their own salary or bank details or approves their own leave: someone else in payroll does. Where one person runs payroll, a Super Admin can switch on **One person runs payroll here** in **Payroll Settings**, and the other Super Admins are told; where nobody else could do it, the one person can anyway. The approver and the payer are whoever is signed in. **Unapprove** and **Void payment** ask for a reason, which goes on the reversing entry, and the payslips of an approved or paid run don't change.
- **Private details stay private** — an employee's ID numbers, bank details, birth date and personal contacts are seen by HR editors, payroll and the employee; everyone else sees name, work contacts, department, position, manager and dates. When bank details change, the company's Super Admins and the employee are told. Linking an employee to a sign-in needs **Users & Roles**.
- **Money and settings by their rights** — recording, voiding and refunding payments, deposits and advances needs the right to post invoices or bills, or Bank Reconciliation. Adding or deleting a bank account needs **Account Mapping**, and card payments **Company Profile**. Moving the **Books Lock Date** back asks for a reason, which is logged, and the Super Admins are told. Tax settings follow the **Taxes** right.
- **The books** — journal entries and ledgers need **Journal Entries view**, and reports their report rights. A line that names a staff member — a claim, pay — shows who and what only to people who see everyone's claims or payroll, and to that person; its amount is always there. **Journal Entries** unposts and reverses manual entries; an invoice's, bill's or payment's entry is changed from its document, and an entry that was ever posted is reversed, not deleted.
- **Users and roles** — nobody changes their own role, and nobody can make themselves an admin by editing their own record. Only a Super Admin gives the Super Admin role, invites a Super Admin, or changes a Super Admin's role or access; inviting and managing people is for the company's Admins, by the role they hold there (an Admin in one company who is a Viewer in another could invite people into the second), and for anyone with **Users & Roles**. A role that includes Users & Roles, Integrations or every right is given only by someone who holds it. Every change to someone's role or access is in the Audit Trail. Any role your company has — Payroll, or one you made — can be given from the person's page under **People** (a role you made couldn't be given to someone in their own company before). The invite form asks you to choose the role: *User*, its old default, made people Admins in a company with no User role, which is most; an invitation like that now joins as Viewer. Payroll and your own roles are given once the person has joined. Invitations are made only from **Users & Roles**, a Super Admin is Super Admin of their own company only, and someone with **Users & Roles** adds to a role only rights they hold. Nobody deactivates their own account or a company's last active Super Admin. Archiving a company and its first-run setup follow the company's own roles.
- **Also** — Scribe's search and activity leave other people's personal pages out; Eagle offers only what your role can do; customers, vendors and products stay in their own company's sharing group; the Audit Trail is written by Tamra alone. A new employee's Emirates ID, passport, visa and bank details typed when you create them now save. The text in Tamra's own questions and confirmations (*Are you sure?*, a reason to give) is in Tamra's font; it showed in the browser's serif.
- **Before the database update** — the screens ask for the same rights as soon as the app updates, and read colleagues, the lock date and roles as before until the update has run. The database's own checks, two-person payroll, the Payroll role, private employee details and the Audit Trail lines need *2026-10-13_auth_01_who_can_do_what.sql* (run it after the 1.85 one). Its last row says each part is in place and counts the Managers who approved or paid payroll in the past year (Manager no longer runs payroll: give them the Payroll role, or tick payroll back on for the Manager role) and the people invited as User who became Admins and still are: check whether they should be. It also counts the accounts that can open every company (you, and any Super Admin invited before this update) and open Super Admin invitations sent by someone who isn't one (revoke them in **Users & Roles → Invitations**).
## October 2026 — A VAT return that adds up
- **Each line in its box** — **Books → Tax Returns** reads every line by its rate's VAT treatment, set in **Settings → Tax**: standard-rated in Box 1 (sales) or Box 9 (purchases), zero-rated in Box 4, exempt in Box 5, reverse charge in Boxes 3 and 10. Out-of-scope lines, such as a disbursement, are in no box. Before, every line that wasn't 5% counted as zero-rated, so a rent or a disbursement sat in Box 4. A sales line with no rate, or a rate with no treatment set, is named on the return so you can put it right.
- **What the return missed** — a supplier's debit note takes its VAT off Boxes 9 and 13 (it added it); an invoice's shipping counts, at its own rate; a document discount lowers Box 1 as it lowers the VAT; a rate you archived still counts for the documents that used it; and opening balances brought in with **Move to Tamra** stay out of the return, the audit file and the sales dashboard's sales figures, where they showed as zero-rated sales (what they still leave owed stays in its receivables). Each document's VAT is rounded once, so Box 14 is Box 12 less Box 13 to the fils.
- **Your own emirate** — standard-rated supplies are reported in the emirate you supply from, your company's (**Settings → Company Profile → State / Emirate**), as the FTA asks. They were split by each customer's address. Until the emirate is set, the return says so.
- **Checked against the books** — the return opens with one line saying whether it agrees with your VAT accounts: what the period's invoices, credit notes, till sales, bills, debit notes and claims booked to them, beside Boxes 12 and 13. When they differ, it shows both and the difference. Entries posted straight to a VAT account, such as a manual journal or a VAT payment, are listed under it with their total, since the return doesn't count them.
- **Your VAT quarters** — **Settings → Tax → VAT quarter starts in** follows your FTA tax period: quarters starting in January, February or March, and every third month after. The return's quarter buttons follow it.
- **VAT you can't recover** — a rate can mark a share of its VAT as not recoverable (Executive Regulation Art. 53: entertainment, cars for personal use and the like). A bill or claim on that rate books that share as part of the cost, to the line's account or one you choose, not to input VAT, and the return leaves it out of Boxes 9 and 13. UAE companies get **Standard Rated (5%), not recoverable**, at 100%. Once a rate is on posted bills or approved claims, its share and its reverse charge can't change, since their debit notes and the return read the rate as it is now: add a new rate and archive the old one.
- **Reverse charge** — a bill from a supplier abroad on **Reverse Charge (5%)** has no VAT on it: posting books the VAT you account for yourself, due and recoverable in the same entry, and the return puts it in Boxes 3 and 10. A debit note takes its share back, a purchase order adds no VAT for it, and an expense claim can't use it: enter the supplier's invoice as a bill. A reverse-charge rate at 0% is the seller's side of the domestic reverse charge (gold, diamonds or electronic devices sold to a registered business): no VAT on the invoice, and in no box of your return, since your customer accounts for it.
- **Discounts that lower the VAT** — a document discount **Including VAT** is an amount (or a percentage) off the total with VAT, turned into the same discount before VAT, so the VAT goes down with it, as the law asks (Decree-Law Art. 39): 1,050 less 100 is 904.76 + 45.24 VAT = 950.00. The editor shows the amount before VAT under the discount, and a sales order's discount carries to its invoice the same way. An invoice posted before 1.85 with a discount after tax keeps it; a draft one is refused at posting until you open it and save it again.
- **What prints** — printed and emailed invoices, quotations, orders and bills show the document's discount, the amount before VAT, the VAT after the discount and the total as saved, with your TRN and the customer's (Executive Regulation Art. 59). A 10% discount printed a VAT of 50.00 and a total of 1,050.00 on an invoice of 945.00, and the customer's TRN never printed.
- **Take a deposit asks what it is** — **Books → Payments → Advance / deposit → Take a deposit** asks *Advance for goods or services* (the default) or *Refundable security deposit*. An advance issues an advance tax invoice (ADV-…) and records its payment at once, with the VAT inside the amount, since VAT is due when the money arrives (Decree-Law Art. 25); the final invoice takes it off with *Less: advance*. Issuing it needs the right to post invoices, and in another currency it goes in at the day's rate from **Settings → Exchange Rates** (a different rate typed is refused, as the payment would book an exchange difference). A security deposit, such as for keys or equipment, carries no VAT and waits in Customer Advances.
- **Tax settings that save** — **Settings → Tax** saves the rates a new company starts with (it said *Invalid type: percentage*), keeps a rate's treatment and account when you change something else, and its Defaults list the rates for sales and for purchases. New UAE companies start with one zero-rated and one exempt rate, each with its code (e-invoicing blocked the exempt one), plus the two purchase rates above. The return follows the document date; a cash-basis setting is kept but says it isn't applied.
- **VAT that fills itself in** — new lines start on your default rate for that side, and picking a product brings the product's own VAT instead (on a bill or purchase order its purchase VAT, else its sales VAT, else your default purchase rate); a rate you choose on the line stays. Products imported from a file get the one VAT column for both, and each line's VAT list shows the rates for that side. Costs billed on to a customer, from a claim or a bill, take your normal sales VAT, since they're part of what you supply (mileage and parking went out at 0%); set a true disbursement to Out of Scope on the draft.
- **Claims, till refunds and the audit file** — a claim's VAT counts on the date its approval posted, so one approved after you filed no longer lands in the filed quarter. A till line refunded in parts gives back what was paid and no more: each part is rounded on the running total and the last takes what is left, so a cheap line refunded piece by piece no longer gives back more VAT than it charged. The audit file carries each sales line's description and the walk-in customer for till sales, shows shipping as its own line, uses the codes SR, ZR, EX and RC, and leaves out-of-scope lines out. The TRN in **Settings → Company Profile** is the one the audit file, statements, the customer portal and till receipts read.
- **Before the database update** — the boxes, the emirate, the audit file, printed documents, VAT on new lines, the discount editor, re-billing a bill's costs and saving rates without the new treatments work as soon as the app updates. Posting VAT you can't recover and reverse charges, the two new rates and the reverse-charge treatment, the VAT quarter, the books check, advances from Take a deposit, re-billing claims at your sales VAT, claims by approval date, till refunds in parts, discounts carried from an order and the one TRN need *2026-10-13_vat_01_vat_return.sql* (run it after the 1.84 one). It sets each UAE rate's treatment from its name and rate; its last row counts any rate it couldn't place, the draft invoices to save again, company TRNs it aligned with Company Profile and claims whose VAT moves to the month their approval posted.
## October 2026 — Revaluation that posts, ledgers that add up
- **FX revaluation posts** — **Books → Multi-Currency → Revalue** restates your foreign-currency receivables, payables and bank balances at the rate on the date you pick and posts the difference to *Unrealized FX Gains/Losses*. Posting always failed with an error, and the preview counted an invoice's total less what was paid, leaving its credit notes out.
- **One line per customer, vendor and bank** — the window works from what the ledger holds in each currency on that date: invoices, bills, credit and debit notes, payments and advances applied; anything dated later doesn't count yet. Archived foreign bank accounts that still hold money are revalued too. Each line shows the amount, what it cost in your currency (as an average rate), the closing rate and the gain or loss. The date can be today or earlier, not a day still to come.
- **Reversed the next day, or kept** — a revaluation posts on its date, one entry for receivables and payables and one for bank and cash (each only when it has lines), and, with *Reverse it the next day* ticked, reverses them the day after. Kept, it stays until your next revaluation, which replaces it. One kept can't be dated before a later one.
- **Replace or reverse** — posting again on a date that already has a revaluation replaces it: the first is reversed on that date, so it counts once. **Reverse it** in the window takes that date's revaluation out, after asking. Journal Entries doesn't reverse or unpost a revaluation: that's done in this window. Reversing any journal entry now keeps each line's amount in its currency, as revaluation reads it.
- **Left out, and why** — a balance booked at 1.00 with no exchange rate (before 1.81), or with entries that have no amount in their currency, is named and left out: revaluing it would book a wrong gain or loss. Correct it first.
- **Bank screens** — **Bank Reconciliation** leaves revaluation lines out (no money moved), a foreign bank account's balance in its own currency doesn't move, and **Cash Flow** shows the revaluation of bank and cash as *Exchange rate changes on cash*. Journal Entries can filter on *FX Revaluation* and *FX Revaluation Reversal*.
- **The Partner Ledger adds up** — it shows a customer's or vendor's lines on their receivable and payable accounts. The bank side of their payments named them too and was counted, so a vendor you had paid in full still looked owed. Now the running balance is what they owe you or you owe them. For a customer or vendor in another currency, a revaluation shows there too, on its date.
- **Equity that ties to the balance sheet** — the **Statement of Changes in Equity** counts profit not yet closed to an equity account as one row, *Profit not yet closed to equity*, so closing equity is the Balance Sheet's total equity on the same day. By default the period starts at your fiscal year start; opening equity is as at the day before, so whatever is posted on the first day is in the period.
- **Before the database update** — the Statement of Changes in Equity and the bank reconciliation work as soon as the app updates; revaluation, the Partner Ledger and the bank balances need *2026-10-12_books_05_fx_and_partner_ledger.sql* (run it after the 1.83 one).
## October 2026 — The whole ledger, checked
- **Every line in the ledger** — **General Ledger** and **Partner Ledger** read an account's or a partner's lines a page at a time, so all of them show, not just the first 1,000. They stopped there, oldest first, so on a busy account the newest lines were missing and the closing balance was an old one. Lines of one entry stay together, debits first, in the same order every time. (Past 200,000 lines in the dates you pick, the screen says so: narrow the dates.) Asked what a customer or vendor owes, Eagle answers from their open documents, as Aged Receivable and Aged Payable show it, with their newest ledger lines.
- **The books check** — on a computer, **Aged Receivable** and **Aged Payable** open with one line saying whether the ledger agrees with the documents: receivables (or payables) in the ledger beside what the open invoices and credit notes (bills and debit notes) say is owed, over everything recorded, a payment dated ahead included. When they don't, **Show where** lists each customer or vendor that differs, with both amounts, and any invoice marked sent without being posted; a row opens the partner's ledger, an invoice opens the invoice. Differences of a few cents per customer read as rounding. Advance invoices not yet paid are counted, and the check says how much; amounts for staff and foreign-currency revaluation are set apart and named.
- **Retained earnings on the balance sheet** — Tamra posts no closing entry when the fiscal year turns, and the help said it did. The **Balance Sheet** now shows the profit in equity as two lines, split at the fiscal year start in **Settings → Company Profile**: earlier years' profit as *Retained earnings, earlier years* and *Net income this year*. Totals don't change; the CSV export carries both lines and adds up to the screen. A closing entry your accountant posts into Retained Earnings on the year's last day moves the earlier years' amount into that account. On the phone the same, and **Last year-end** is your company's year-end.
- **Sent means posted, on the phone too** — on a draft invoice, **Send → Post and mark as sent** posts it, the same as **Post**: it is in your books, with its journal entry. *Mark as sent* used to change only the status, so the invoice was owed in Aged Receivable with nothing in the ledger. Emailing a draft invoice offers *Post it to your books after emailing*, off until you switch it on. A draft credit note works the same way; quotes keep *Mark as sent*.
- **Before the database update** — the balance sheet split, the help and the phone work as soon as the app updates; the ledgers' order from page to page and the books check need *2026-10-12_books_04_ledger_checks.sql* (run it after the 1.82 one). Its last row counts invoices marked sent but never posted: the books check lists them, open each and post it.
## October 2026 — Discounts that settle
- **Discounts after tax are booked** — a discount after tax lowers what the customer pays, never the VAT. Posting now books the receivable at the total less the discount and the discount as a sales discount; before, the receivable kept the whole total and the invoice stayed *Partial* for ever. The invoice is *Paid* once the rest is in, and aged receivables, the customer's statement (a *Discount* row under the invoice), reminders, the customer portal and payment links all ask for the total less the discount.
- **Credit notes give back the discount too** — a credit note for an invoice with a document discount gives back its share of it: crediting all of a 100 + VAT invoice at 10% off before tax comes to 94.50, the invoice, not 104.50. After tax, the note credits its share less, and a refund pays back what the customer actually paid.
- **An advance stays applied** — on an invoice that used an advance, the credit note dialog leaves the *Less advance* line out and credits the other lines; what isn't owed any more waits on the note to refund or set against another invoice.
- **Postings that go through** — an invoice an advance covers in full (a total of 0) posts as *Paid*; it was refused. A bill in another currency whose lines round a cent apart once converted (USD 2 × 100.01) posts, with its VAT at its own amount and the cent in *Rounding Differences*.
- **Bills linked to an order** — on a new bill, **Link to PO** brings each line's VAT from the order, the product's expense account and what is left to bill, and the bill keeps the order. The goods came in on the order's receipt, so posting the bill makes no second receipt (it brought the stock in twice).
- **Bill amounts** — a purchase price with VAT included is saved at its amount before VAT (105 with 5% inside is 100 + 5, payable 105, not 110), and a line discount typed after the price is saved at the discounted amount.
- **The VAT return reads every bill** — **Books → Tax Returns** works out each bill line's VAT from its rate and matches it to the bill, so purchases and input VAT load and agree with the books.
- **Force unpost** — the super-admin action for a paid invoice now works (it failed whenever a payment was involved) and checks who is signed in. It isn't for credit notes, or for an invoice a credit note reversed.
- **Before the database update** — Link to PO, bill amounts, the VAT return and the credit note dialog's figures work as soon as the app updates; posting discounts after tax, credit notes giving back discounts, the postings that were refused, one receipt per order and force unpost need *2026-10-12_books_03_discounts_and_postings.sql* (run it after the 1.81 one). Invoices whose discount after tax left nothing owed turn *Paid*; invoices posted before with a discount after tax keep it in receivables until a journal entry (Sales Discounts to Receivables) clears it.
## October 2026 — No number slips through
- **Every priced line is kept** — a line with an amount but no description was left out when an invoice, quotation, sales order, bill or purchase order was saved, while the total still counted it. Saving now stops and names the line (*Line 2 has an amount but no description*): add a description or remove the line.
- **Totals that add up** — posting refuses an invoice whose total no longer matches its lines, with both figures, instead of booking the difference as rounding. Open it, check the lines and save it again. A cent or two of rounding still posts as before.
- **No rate, no posting** — an invoice or bill in another currency won't post without its exchange rate; Tamra names the currency. Add the rate under **Settings → Currencies**, or type it on the document. A currency the rate table sets at exactly 1 still posts at 1.
- **Re-billed costs in the right currency** — on a draft invoice, **Uninvoiced Bills** brings a bill's costs in at their value in the invoice's currency: a USD 100 cost on an AED invoice comes in at AED 367.25 at 3.6725, plus the markup.
- **One invoice per customer for a bill's costs** — posting a second invoice for the same bill and customer is refused, unless credit notes fully reversed the first. Different customers on one bill each get their own.
- **Drafts from a bill can be deleted** — a bill now counts as invoiced once its invoice is posted, not when a draft is saved, so a draft made from a bill can always be deleted. Bills held by a draft today are let go by the database update.
- **Before the database update** — the line check, re-billing in the invoice's currency and deleting those drafts work as soon as the app updates; refusing documents with no rate, totals that don't add up and a second invoice for the same costs need *2026-10-12_books_02_guards.sql* (run it after the 1.80 one).
## October 2026 — Voids, credits and refunds that add up
- **Voiding a payment reopens what it paid** — when you void a customer payment in **Books → Payments**, the invoice it paid shows as owed again (*Partial* or *Sent*), as a bill already did. Aged receivables and the customer's statement show the money still to collect. Voiding the refund of a credit note puts the credit back on the note.
- **Advances in use stay put** — an advance that is already set against invoices or bills can't be voided, and Tamra says so. Unpost those invoices first if the advance has to go.
- **Credit notes stay credits** — a credit note you unpost, correct and post again is booked as a credit again (less owed, sales and VAT back), never as a sale. It can't come to more than its invoice, and it can only credit the invoice's own items.
- **When a credit note can't come down** — once it is set against an invoice, or it brought goods back to stock, **Unpost** says why instead. To undo it, raise a new invoice for the same items.
- **Debit notes are refunded, not paid** — in **Purchase → Bills**, the **⋯** menu on a debit note now offers **Apply to bill** and **Record refund**, as the debit note itself does. **Record Payment** on a debit note sent the money out a second time; Tamra now refuses it and points you to **Record refund**. A supplier advance pays bills, not debit notes.
- **Before the database update** — the debit-note menu and the new wording work as soon as the app updates; invoices reopening on a void, credit notes posting as credits and the refusals need *2026-10-12_books_01_payments_and_notes.sql*. Nothing posted before changes.
## October 2026 — The Android app opens the live Tamra
- **Always the newest Tamra** — the Android app opens the live Tamra, the same as the address in the browser. It runs the newest release as soon as it's out, and everything that needs Tamra's server works in it as on the website, such as Eagle, email and payment links (the earlier test app carried a copy of Tamra inside it, which couldn't reach the server).
- **When there's no connection** — the app says *Tamra didn't open*, with **Try again**, and tries again by itself when the connection is back. Nothing you saved is lost.
- **The app's own version** — **Settings → About** on the phone shows it beside Tamra's. The app changes less often than Tamra; a newer app installs over the older one.
- **The Tamra green to start** — people who never chose a colour now start on the green (Emerald) instead of indigo. A colour you picked stays yours; **Settings → Appearance** changes it any time.
- **Nothing to update** — no database update is needed.
## October 2026 — The phone caught up
- **Starts faster on a phone** — Tamra fetches about two fifths less before your first screen appears. Scribe's editor, Chat and Settings load when you open them, not before.
- **Who and what, in Approvals** — an expense claim waiting for you shows the person who made it and what it was for: the claim's note, or its first line and how many more (*Aisha Rahman · Taxi to Meridian site visit + 1 more*).
- **Submit an expense from the phone** — a new expense has **Submit** next to **Save draft**: one tap saves it and sends it for approval. If it can't be sent, it stays a draft and Tamra says why; open it from **Draft** to try again.
- **WhatsApp an invoice** — **Send** on an invoice on the phone offers **WhatsApp to customer**, next to email and **Print / save as PDF**. It is the same WhatsApp message a computer sends, with the link to the invoice. With no number on file, you choose the chat.
- **Smaller fixes on the phone** — Eagle's message box sits above the bottom bar instead of behind it; a long Scribe page name shortens so the page buttons stay on screen; the PDF page says *Open PDFs or pictures*; **You** and **Settings → About** show the version number, the one on this page.
- **Nothing to update** — no database update is needed. On a computer, **Home → Approvals** shows who and what too; the rest is for the phone.
## October 2026 — Eagle knows who is asking
- **Signed in to ask** — every question you ask Eagle carries your sign-in, and Tamra's server checks it before Eagle answers. Translate and the import help already worked this way; now Eagle's conversations do too.
- **Your allowance is yours** — the daily allowance of Eagle messages counts the person who is signed in. A question counts once, however many lookups Eagle makes to answer it.
- **When your sign-in has ended** — Eagle says *Your sign-in has ended* instead of answering. Sign in again and ask once more.
- **Nothing else changes** — Eagle reads only what your own access allows, as before. No database update is needed.
## October 2026 — Bring your stock across
- **Opening stock in Move to Tamra** — **Settings → Move to Tamra → Stock on hand** (it said *Next release*) takes your old system's stock valuation report, as Excel or CSV: item code or name, quantity, value or unit cost, and the lot where there is one. Each row is matched to a product already in Tamra. The review shows what comes in and at what value, and what doesn't and why. Choose the warehouse and **Bring in**.
- **One entry against Opening Balance Equity** — the stock comes in on one adjustment dated the day before the cut-over, at the value it had in the old system. One journal entry debits each product's stock account (spare parts their MRO stock) and credits Opening Balance Equity. The trial balance step already leaves the stock accounts to this step, so **Run the check** can match your old trial balance.
- **Safe to run again** — an item that already has stock is skipped and named; count it in Inventory → Adjustments instead. With several warehouses, import each warehouse's report into its own warehouse. Lot-tracked items need their lot; serial items come one row per serial number. A standard-cost item's standard becomes the value given.
- **Create MO in the fulfilment queue** — the button shows again for short products that have a recipe. It looked for recipes in the wrong place, so it never appeared.
- **Before the database update** — the Stock on hand step needs *2026-10-10_inv_05_opening_stock.sql*; until then it says so when you bring the stock in. Create MO works as soon as the app updates.
## October 2026 — Stock you can count on
- **Every product, however many** — stock on hand, receipts and deliveries, lots and the valuation are read in full. The database hands out 1,000 rows at a time, and past that Tamra used to stop without saying so: products read out of stock at random, the till refused sales and **Valuation** lost its oldest layers.
- **Missing is not zero** — while stock is still loading, product pickers and stock badges show no figure (they used to say *0* or *Out of stock*). If it can't load, a banner says *Stock on hand didn't load*, with **Try again**; nothing has been changed. A product's cost stays locked until its stock is known.
- **Spare Parts counts the shelf** — on hand and value come from the stock itself, the same figures as **Inventory → On hand** (every part read 0).
- **Cartons checked in pieces** — on a sales order, a line of 2 cartons of 24 is checked against the shelf as 48 pieces, and stock badges show the unit: *2.5 kg on hand*.
- **Lists that refresh** — **Validate** on a selection of receipts, deliveries or returns refreshes the list, the stock and the valuation; so does validating a vendor return.
- **Alerts that fire** — low-stock alerts on **Today** and in the **Command Center** follow each product's **Reorder point** (they read a field products don't have, so they never fired), and a reorder rule with no maximum no longer reads *At Max*.
- **Card view** — on **On hand** and **Moves**, the cards show the quantity on hand, the locations, the product, *In* or *Out* and *from → to*.
- **Completing a manufacturing order** — the stock check looks at the location the parts are really taken from (the warehouse's stock location, else its *Stock*), like the server.
- **Debit notes at the price you were billed** — a debit note on a line with a discount debits the vendor at the line's net price: 4 of a line of 10 at 10 less 10% is 36.00, not 40.00, with VAT on 36.00, and goods sent back leave at 9.00 each, with no price-variance gain.
- **Before the database update** — everything works as soon as the app updates except debit notes, which need *2026-10-10_inv_04_debit_note_discount.sql*.
## October 2026 — Private chats and a round of fixes
- **Private conversations are private** — a private channel is open to the people listed on it and whoever created it, a direct message to its two people, and a public channel to everyone in its team. Messages, files, unread counts and @mention notifications all follow that rule; before, anyone in the company could read every private channel and direct message. Editing a message, and archiving or renaming a channel, work again.
- **Long chats, quickly** — a conversation opens on its newest messages, with **Show earlier messages** for the ones before; the feed follows new messages while you are at the bottom. Search in a channel looks through all its posts and replies, and the search at the top of Tamra (**⌘K**) finds chat messages, in the conversations open to you. A record shared into a channel shows as its card, and one shared from a thread goes into that thread.
- **Payroll pays everyone still employed** — people on probation, on leave or serving notice are paid like active staff (with *Currently employed* ticked); people who left or are suspended are not. *% of gross* components work, approved paid leave counts as days present when pay follows attendance, and the Attendance register shows *On leave* instead of *Absent*. The Payroll screen counts the same people the run pays, printed payslips show each line's rate, and the end-of-service calculators list everyone still employed.
- **Till sales on the VAT return** — every sale that posted counts on the day it was rung up, in your company's emirate, also one refunded later; a till refund lowers the period it was made in. The period's last day counts whole, a busy period is read in full however many documents it has, and *Summary by rate* names each rate once.
- **The till** — the change handed back shows on the screen and prints on the receipt (it read 0.00); **Earlier sessions** finds any past session and its Z-report, by day; the Z-report shows tax rates as percentages; **Void** is for drafts only.
- **Reminders that ring** — reminders ring in the bell on time while Tamra is open, once, however many windows are open. A repeating task rolls forward however you finish it (Home, the task, or the Calendar) and keeps its reminder; *every day* typed on Home repeats. Due dates count whole days on your own calendar. The CRM rules you switched on run again.
- **Money in the right place** — card payment fees post to your chart's own *Bank Charges & Fees*; deal and customer figures are labelled in the currency they are in, and a deal's quotation or order is made in the customer's currency at that day's rate; a lead turned into a deal makes its customer in your currency (not US dollars); a bill can be paid **Mobile or online**; a new recurring template starts in your currency; an expense claim can be paid with the salary of anyone payroll pays. Deal notes say the outcome first: *Deal won: …*.
- **Smaller fixes** — **Create company** works again; the bank reconciliation summary counts a partly matched line as open for what is left on it; Scribe's record chips read *INV-0042* (not *INV INV-0042*); **Translate** says where the words go; the calendar subscription is named *Tamra*.
- **Before the database update** — the VAT return, the till's change and sessions, the calendar, the labels and the chips work as soon as the app updates. Private chats, the payroll rules, the card-fee account, deal notes, claims with the salary, a converted lead's currency, refusing Void on a posted sale, ringing each reminder once and **Create company** need *2026-10-10_fixes_01_chat_payroll_fees.sql* (run it after the 1.73 one).
## October 2026 — True numbers at the till
- **The till works to the fils** — each line is worked out the way the books post it (quantity × price, less the discount, then the tax, each rounded) and the total is the sum of the lines. A 20.05 item with 5% VAT is **21.05**, and paying 21.05 completes the sale; before, the screen could hold 21.0525 and never reach *paid*.
- **Expected cash you can trust** — at closing, expected cash is the float plus the cash kept from sales (the cash handed over, less the change given back) minus cash refunds. It is worked out on the server for that session alone, so the close dialog and the Z-report agree. A sale refunded in full no longer drops out of it, and a busy company's other tills no longer get in the way.
- **Over or short reaches the books** — when the count differs, closing posts the difference to **Cash Over/Short**: over → Dr Cash / Cr Cash Over/Short, short → the reverse, dated today and named after the session. It uses your chart's own over/short account if there is one, otherwise it adds *Cash Over/Short* (6995). A count that matches posts nothing. The close dialog says what will be posted before you confirm.
- **Refunds line by line** — each line of a sale can be refunded up to what that line sold, less what was refunded from it before, also when the same product is on two lines (two prices, or a free one).
- **Today is your own day** — dates Tamra fills in for you (today on a new document, the end of last month, a due date from the payment terms, a payroll period, the year so far) follow your computer's calendar, not London's, so the early hours of the morning in Dubai no longer show yesterday. **Inventory → Lots & serials** counts the days to expiry by the calendar.
- **Before the database update** — the till's rounding and the dates work as soon as the app updates; expected cash, the over/short entry and line-by-line refunds need *2026-10-09_pos_01_till_numbers.sql* (it needs the 1.71 update first).
## October 2026 — PDF working files in your account
- **The same working files on every computer** — the PDF module keeps the files you are working on (the file you opened, the pages you arranged, your stamps and marks, the text read from scans, the bills you marked out) in your account, not in one computer's browser. Sign in anywhere with the same company and you see the same list. Each person's own: nobody else in the company sees them.
- **Saved a moment after each change, and you can see it** — the foot of the list says *Saving to your account…*, *Saved to your account*, or *Not saved yet — trying again* (with **Try now**). Just opening a file saves nothing, so it never looks changed on another computer.
- **Both are kept, never overwritten** — if the same file was changed on another computer while you worked on it, theirs stays as it is and yours is kept as *… · this computer*, and a note says so. If it was removed there, yours is kept the same way.
- **Nothing lost when the connection drops** — a change that could not be sent waits on this computer and goes up by itself (on the next try, or the next time you open the PDF module). Closing the page with a change still on its way asks first.
- **Files from before move up once** — working files kept in this browser before this release move up to your account the first time you open the PDF module, with their marks and bills; a note says how many. A file over 50 MB stays on that computer and says so.
- **Open in PDF from Documents** — a document's details have **Open in PDF**. It opens the document itself, not a copy: **Save** offers *New version of …* first, the earlier versions stay under **Versions**, and the working file carries on from the version just saved. Taking pages out (**Extract**) still makes a document of its own, and the working file keeps all its pages.
- **Stamps at print size** — a phone photo of the company stamp is made smaller when you upload it (**Settings → Stamps & signatures**) and when you place it, so pages stay light. Copies of marks the browser no longer needs are cleared from its small store, where your sign-in is kept.
- **Nothing removed by itself** — working files stay until you remove them (× on the file, which asks first); the list shows how many there are and the room they take.
- **Before the database update** — until *2026-10-09_pdf_01_working_files.sql* has been run, working files stay on each computer as before, and the list says so.
## October 2026 — Flows that finish
- **Each line counts for itself, in its own unit** — half a carton received reads *0.5 of 1* (it used to read *12 of 1* and mark the order received), and **Create Bill** bills half a carton (it billed 12 cartons). The same product on two lines keeps each line's own count. Orders already there were re-counted once, the same way.
- **No backorder means what it says** — a receipt or delivery validated without a backorder closes the rest of each short line: it isn't coming (or going), so the order finishes, and bills or invoices what came. The order shows *rest closed* on the line. What the shelf couldn't cover on a delivery still waits on a backorder — only what you chose not to ship is closed — and cancelling the receipt or delivery that closed a line opens its rest again.
- **Close the rest, Reopen the rest** — on a purchase or sales order still owed goods, **Close the rest…** finishes it at what came (open receipt or delivery lines for those goods are cancelled); **Reopen the rest…** expects the goods again and makes a receipt or delivery for them (a sales order already invoiced can't take its rest back: a new order brings it). A closed line billed or invoiced for more than came says so, with what to do.
- **Receive the rest, Deliver the rest** — an order owed goods with no receipt or delivery open for them gets a new one for what is owed, instead of the finished one. **Inventory → Valuation → Health check** now lists those orders under *4 · Orders waiting*, for you to decide.
- **Save & Confirm builds the delivery from the saved lines** — a new sales order saved with Save & Confirm got no delivery, and an edited draft got one for its old lines. Until the warehouse starts on it, the delivery follows the order's lines — saved from an older copy of the app, too.
- **Part cartons to the cent** — what a purchase line received and was billed keeps 8 decimals in the line's unit, so 13 pieces of a carton of 24 bill exactly what the receipt booked (130.00, not 130.01).
- **Services stay off receipts and deliveries** — a service on a purchase order no longer goes into stock with an inventory value, a service on a sales order no longer waits for ever on a backorder, and a PO with a text-only line gets its receipt. Services count as received or delivered with the goods. Open receipts and deliveries that held nothing but services were cancelled by the update.
- **Goods back on a credit note for a sales-order invoice** — *Customer returned the goods* now works for invoices made from a sales order, at the cost the goods left at.
- **Manufacturing** — completing an order with the same component on two lines keeps each line's figures, and checks the shelf for both together.
## October 2026 — True cost
- **Stock comes in at what it really cost** — a receipt values each piece at the order line's net price: after its discount, in your currency at the order's exchange rate, and a carton's price shared over the pieces in it. A bill at another exchange rate sends the difference to exchange gain or loss; a bill at another price sends it to price variance (or into the stock still on the shelf, if your price-variance setting says so). Goods received not billed clears at exactly what the receipt booked.
- **Freight joins the goods it was paid for** — landed cost on a bill is shared over the order's goods by value: goods on the shelf get dearer, goods not here yet carry their share when they arrive (it waits in goods received not billed), and the share of goods already sold goes to the freight line's own account.
- **One way out for every method** — deliveries, the till, spare-part withdrawals, manufacturing, counts, scrap, vendor returns and receipt corrections all take stock the same way: FIFO its oldest layers, average the average, standard the standard. The books post exactly what the valuation released, to the cent, and a refund, a cancelled withdrawal or a cancelled delivery puts back exactly what left. Each product uses its own inventory and cost-of-goods-sold accounts everywhere.
- **Standard cost that holds** — a standard-cost product comes in, goes out and is made at its standard; the differences go to price variance. Change the standard with **Revalue** (*Change standard cost*), which moves the stock on hand to it.
- **Revalue to a cost you type** — type the new cost; Tamra works out the amount from what the valuation holds and shows it before you confirm.
- **Recipes in grams** — a recipe line in grams of a component kept in kilograms costs, checks stock and consumes in kilograms (500 g = 0.5 kg); a unit that doesn't convert is marked before completing. Spare-part withdrawals take the parts at the stock's own cost — nothing to type.
- **A health check for stock** — **Inventory → Valuation → Health check** compares the books with the valuation for each stock account, lists what is left in goods received not billed on closed orders, and flags products whose valuation and shelves disagree or whose cost looks off. It only reads; **Align**, **Revalue**, **Correct** and **Clear** each change something only when you press them and confirm.
## October 2026 — Stock that stays put
- **A shelf never goes below zero** — a transfer, a count, a spare-part withdrawal, a vendor return, a receipt correction or a till sale that asks for more than the shelf holds is refused, with what is there: *Only 2 of "Widget" on Stock — can't take 5.* A delivery still ships what is on the shelf and keeps the rest open as a backorder — including from **Validate** on the Deliveries list, which now keeps the rest too instead of dropping it.
- **Nothing lost at zero** — a line received or shipped at 0 goes into the backorder like any other short line (it used to be dropped, so it could never arrive), and validating with every quantity at 0 is refused: the receipt or delivery simply stays open.
- **One at a time** — two people validating the same goods, or a double click, can't ship the same units twice, make two backorders, complete a manufacturing order twice, confirm a purchase order into two receipts or post a till sale twice. The second one waits a moment and then sees what the first did.
- **Only through Tamra's own steps** — stock, its value and its documents change only through receipts, deliveries, transfers, counts, returns, withdrawals, manufacturing and the till, and each step checks your right to do it: withdrawals (*Maintenance → Withdrawals*: create to post, edit to cancel), manufacturing orders (create, edit, delete), transfers (create, edit to validate) and counts. Every warehouse and shelf used must be your own company's, and someone who isn't signed in can't reach any of it.
- **Returns in Returns** — a vendor return is validated in **Inventory → Returns**, which takes the goods and their value out together; opened from the inventory dashboard or from search, it now opens there.
- **Products and places keep their history** — a product with stock keeps the cost its valuation gives it (change the cost with **Revalue**; a product form saved with an older cost keeps the current one), its unit and type can't change once it is used, and its costing method and stock accounts are locked while stock is on hand. A location holding stock can't change its type or warehouse, one with stock history can't be deleted, and a location can't sit inside itself.
## October 2026 — Reconciliation you can trust
- **Unmatch undoes only what the line made** — the payment, entry, advance or transfer a bank line created goes back out with the unmatch, and the invoice or bill it paid is owed again. A receipt you entered in Payments and then matched stays exactly as it is; only the link goes. When the books are locked for that date nothing in them is changed: the payment is cancelled and a reversing entry is posted on the first open day.
- **Closing on Tamra's own figures** — the close dialog shows the reconciliation worked out from the statement and the books: the bank adjusted for what's in transit, the books adjusted for what isn't booked yet, and the difference. Nothing is typed in, and that is what is saved with the period. A period closes when every line is matched, the difference is zero and the bank's closing balance agrees with its lines — or anyway, with a note saying why.
- **Closed means closed** — the lines of a closed period can't be changed, matched, unmatched or deleted, and the payments and entries matched to them can't be deleted elsewhere either. Reopen the latest period first; a reopened period is closed again as itself.
- **Imports that add up** — opening + lines = closing is checked as you import, and an empty closing balance is worked out. Importing the same file twice adds nothing; an overlapping file adds only what is new. Afterwards Tamra says how many lines came in, matched themselves, and were left out.
- **Transfers from a bank line, both ways** — money in from another of your accounts is now one step too, and a transfer already recorded can be matched from either account.
- **Safer matching** — only posted entries on the account's own ledger, going the same way, never for more than the entry; two people or a double click can't book the same line twice; every action checks your permission and your company. Applying a line to an invoice uses what is really owed after credit notes.
## October 2026 — The business today
- **The numbers that matter, on Today** — under *Mind*, *Tasks & reminders* and the *Agenda* (all where they were), **The business today** shows four figures: **cash on hand** and how it moved since the end of last month, **revenue** this month against last month to the same day with the last twelve months as bars, **net margin** over the last 90 days with a ring, and **what customers owe** with how much of it is overdue. Each opens the report behind it — Cash flow, Invoices, Profit & loss, Aged receivable — and **Executive summary ›** is at the top. Every amount is in your base currency.
- **Money in and out, eight weeks ahead** — what customers should pay you and what you should pay suppliers, week by week from the due dates, with the net. Point at a week to see its figures; money already late is shown on its own above the chart. Beside it, the **receivable pie** shows where what you are owed sits by age. **Open Cash Radar ›** takes you to the full list.
- **Needs you, as numbers** — the sentences are now six figures you can read at a glance: **drafts not posted**, **overdue invoices**, **bills due in 7 days**, products **below reorder point**, your **top customer's share** of sales and **sales over the last 30 days** against the 30 before. Each keeps its button — *Review drafts*, *Review overdue*, *Review bills*, *View stock*, *View customers*, *View quotations*. Amber marks what is late or at risk; a figure with nothing to do is greyed. The sentences still read in **Smart insight → Worth knowing**.
- **While you were away, fixed** — readable on dark themes (it sat on a white glaze), and it now runs the width of the page, so a wide window or full screen shows more of the line before *Show ›*.
## October 2026 — Type to find
- **Statements** — the customer (or vendor) box is now one you can type into: a few letters find the name, the way the customer box on an invoice works. The vendor side is called **Vendor Statements**.
- **Everywhere a record is picked from a list** — customers and vendors, products, accounts, employees, projects and tasks, equipment, deals and team members: 115 pickers on 57 screens, among them Payments, Pay bills, Bank reconciliation, Recurring, Expenses, Projects, Helpdesk, CRM, HR, Payroll, Inventory, Maintenance and Point of sale. Each keeps exactly the choices it had (an *All* or *None* is still there), **×** clears it, and the arrows and **Enter** choose without the mouse.
- **Steadier pickers** — a picker opened inside a window shows above it, **Tab** moves on and closes the list, and **Enter** in a picker never sends a form by mistake.
## October 2026 — Invoices with style
- **A new Templates editor** — **Settings → Templates** is laid out in tabs — **Styles**, **Fonts**, **Colours**, **Sections** and **Page** — beside a preview that is exactly what prints. Nine new looks for shops — *Atelier*, *Noir*, *Blush*, *Luxe*, *Market*, *Organic*, *Gallery*, *Street* and *Souk* — sit beside the ten business ones, each drawn as it prints; pick one and make it yours.
- **101 fonts** — modern, elegant serif, script, display, Arabic and typewriter, for three parts of the page: your **brand name**, the **headings** and the **body text**, each shown in its own face, with search and fifteen ready-made pairs. Script fonts are never set in capitals or in the small print, and the fonts travel with the document, so it prints the same anywhere.
- **Colours, paper and finishing touches** — fourteen palettes or your own colours; white paper or a tint printed edge to edge; a **frame** round the page; your **logo behind** every page, faint; rounded or square corners. They print on every page; on the letterhead they stay off, and emails go without them.
- **Made for shops** — **product photos** beside each item (from the product's picture), a **thank-you note** in your brand font, your **Instagram, TikTok, Facebook, WhatsApp**, website and email at the foot, and three new headers: *Boutique*, *Monogram* and *Minimal*.
- **Easier to work with** — **Undo** and **Redo** (Ctrl+Z, Ctrl+Shift+Z); the preview on a shop or a business sample, at **Fit** or **100%**; **Print sample** to check it on paper; **Use on…** to put the same design on your quotations and orders in one go. Templates you made before print exactly as they did.
- **Fixes** — the *Accent panel* total now lists advances (**Less: advance**) and the **Balance Due**, as the other totals always did; on bills and purchase orders **Ship To** shows your company, not the supplier; a section dropped on the lower half of another in the preview lands right after it (it used to jump to the end); custom text keeps its formatting but nothing that could run as a script. Everything else in templates you made before prints exactly as it did.
## October 2026 — Rows and columns you can pick up
- **Handles for rows and columns** — the letters over a table's columns and the numbers beside its rows are now buttons. Click one to select that whole row or column and open its menu: a colour, **Insert row above / below** (or **column left / right**), **Duplicate**, **Move up / down** (or **left / right**), **Clear** and **Delete**; a column's menu also has **Sort A → Z / Z → A** and **Align** left, centre or right. Drag a number or a letter to move its row or column — a line shows where it will land.
- **Colour in one click** — a colour picked in a row's or a column's menu shows at once, and the menu stays open so you can try another; the crossed-out swatch takes it off. Drag across a block of cells and the bar above them starts with the same colours.
- **Formulas follow their cells** — move, put in, copy or delete a row or column and every formula is rewritten to read the same cells, as in a spreadsheet. A total keeps adding up its whole block, so a row put in just above it, or at the top under the header, is counted; a formula that read a deleted cell shows `#REF!`, and a formula never counts its own cell (one that refers only to itself shows `#Circular`). The header row stays first, and **Undo** takes back each change in one step.
- **Steadier selections** — a block of cells you drag across stays selected; it sometimes fell back to one cell the moment the mouse was let go, or when someone else edited the page, and a colour then went to that one cell. The text bar sits above the cells it is for (it used to cover them) and stays on the screen on a phone; selected cells no longer show a stray text highlight.
## October 2026 — Cell addresses, and links that let go
- **Tables show where each cell is** — while you work in a table, letters sit over its columns and numbers beside its rows (row 1 is the first row, the way formulas count), and the address of the cell you are in shows at the corner. Writing a formula, click a cell to add its address, or drag across cells for a range like `B2:B6`; the cells the formula reads are outlined.
- **Links undo from either side** — **Unlink** in a record's **Notes** works again (it was refused every time). On a page, each record under **Linked records** has **×** to unlink it — the record stays. A Documents file linked to a bill can be unlinked from the bill's **Files** too; the file stays in Documents. Bills, payments, deals, tickets, equipment, expenses, RFQs and manufacturing orders linked to a page show their number or name, not a code.
- **No more links to things that are gone** — deleting any record takes its note links with it. A record chip on a page whose record was deleted is struck through; click it to take the link off and keep the words. A record chip you add to a page from now on links the page to that record's Notes, and deleting the chip again takes it off.
- **Steadier pages** — typing no longer makes a page quietly redraw its tables and lists; **Enter** on a toggle's title starts a new line inside the toggle; a key pressed right after a click goes where the caret now is.
## October 2026 — Scribe, calmer
- **A quieter page, nothing taken away** — every button and menu is where it was; the page just speaks more softly. Callouts are one calm panel, and the small icon says what kind each is (information, warning, done, tip). A quote is a thin line beside its words. Links are ink with a fine underline; links to pages and records are plain grey pills. Covers lose their shadow, and lists inside lists sit closer. **Print** and **Open in PDF** look the same.
- **Menus and buttons** — menus, pickers and popovers share one soft shadow and a thin border; the **/** menu shows plain line icons; tags read as *#word* in outlined chips, with their × always in sight. **Remind me** and the reminders panel are ink instead of purple, and their **Add** button and **Apply formula** use the app's one button style: outlined, with a round dark chip.
- **Formulas wait for you** — a formula you are still typing in a table stays as you typed it; a pause in the middle no longer turns `=SUM(B2` into `#Missing )`. It shows its value when you press **Enter** or **Tab**, click **Apply formula** (beside the cell while you type), or move out of the cell — and stays live as before.
## October 2026 — Scribe, steadier
- **Your words are kept** — a page saves while you type (at least every 10 seconds) and at once when you switch tab or close it. What you typed in the last seconds before a crash, a refresh or a lost connection is kept on this device and comes back when you open the page again. A page that can't be read says so, with **Try again**, instead of opening blank.
- **Nothing overwritten, nothing lost on the way** — two people saving the same page keep each other's words. Tables, pictures, toggles and colours survive a page's first opening (pages made from templates or copies used to lose them); **Duplicate** copies the page as it is now; **Move to space** really moves it; **Restore this version** brings that version's words back into the page.
- **Typing that does what you expect** — Enter after *AED 3 /kg* or *500 /month* makes a new line (a slash after words only offers blocks whose name starts with what follows); the @ list closes when the caret moves away; a number typed over a formula cell replaces the formula; **Ctrl+Enter** folds and unfolds a toggle; **Delete** on a sub-item removes only that item; a done to-do strikes its own line, not the notes under it.
- **Pictures and pages** — pictures land where you drop them, several at once, and a pasted screenshot is uploaded; long titles wrap and Enter in the title moves into the page; the layout and the cover's position are remembered; **Translate…** is back in the page menu; the same page in a floating window and the main view no longer clash; a locked page can be read and its toggles folded, but nothing on it changes.
## October 2026 — Smaller PDFs, several in one .zip, and a steadier letterhead panel
- **Reduce size** — **⋯ More → Reduce size…** in the PDF module: Smallest, Balanced or High; the pictures inside are re-saved smaller, text and lines stay sharp and selectable. The size before and after shows first; the smaller copy opens on its own or downloads.
- **Download .zip** — in the PDF module's Documents list, **Select**, tick several and download them as one .zip, each with its changes.
- **Letterhead panel** — it now sits beside the pages; the content's **Size** and **Position** replace the writing-area boxes (which did nothing on *As it is*), and quick clicks all count.
## October 2026 — Pages that print as they look, and a letterhead you can change
- **Scribe on paper** — Print and Open in PDF keep the page's look: a to-do is a box beside its text (done ones struck through), callouts, tables and quotes are as on screen, and every printed page has its margins.
- **The letterhead in the PDF module is a layer** — **⋯ More → Letterhead…**: put it on and see it at once; change the pages, *As it is* / *Fit it in* and the writing area at any time; **Take it off** or **Undo** (⌘Z) any step. Saves, downloads and emails carry it; stamps and signatures go on top. See [Working together](working-together.html#scribe).
- **Templates: plain paper by default** — **Settings → Templates → Paper** puts a template on the letterhead only when you choose it. The preview and the document view now show the letterhead where it prints; emails go without it.
## October 2026 — Open in PDF, and the letterhead in the PDF module
- **Open in PDF** — a Scribe page's **⋯** menu makes the page into a PDF and opens it in the PDF module, laid out for your letterhead's writing area. See [Working together](working-together.html#scribe).
- **Put it on the letterhead…** — in the PDF module's **⋯ More**, for any PDF: every page or the first only; a letter from Scribe stays as it is, a PDF from elsewhere is fitted into the writing area. The dressed copy opens on its own; the one you had stays in Recent.
- **Then sign and stamp it there** — **Mark up → Signatures / Stamps**, by the people allowed. Scribe's **Print** prints the page on plain paper; the letterhead is put on in the PDF module.
## October 2026 — Stamps and signatures, under lock
- **Locked, not shared** — the company stamp and each signature now live in **Settings → Branding → Stamps & signatures**, where only a super admin adds them and decides who may use each one (until an end date, if wanted). See [Setting up a company](setting-up-a-company.html#stamps-and-signatures).
- **Placed in the PDF viewer only** — by the people allowed; every placement is recorded (who, what, which document and page, when) and the mark carries the name and the date under it.
- **One click** moves the stamp and signatures kept on the company until now into the vault.
## October 2026 — Documents on your letterhead
- **Invoices, quotations, orders, bills and purchase orders** print on the letterhead you uploaded in **Settings → Branding** — the artwork under every page, the document's header keeping the title, number and dates. On by default for every document with a template; **Settings → Templates → Letterhead → Plain paper** keeps one as it was.
## October 2026 — Your letterhead, and letters in Scribe
- **Your letterhead** — upload your designed letterhead once, in **Settings → Branding** (an image or a PDF), and mark the writing area it leaves free.
- **Letters in Scribe** — open any page, **Print → On the letterhead**: the artwork prints under every page; signing and stamping are done in the PDF module. See [Working together](working-together.html#scribe).
- **Letter templates** — **New page → Letters**: To whom it may concern, No objection letter, Salary certificate, Experience certificate, Notice to customers, Quotation cover letter.
## October 2026 — Manufacturing, rebuilt — and Unbuild
- **Unbuild** — finished goods built by mistake go back apart: they leave stock at what they were built for, each component returns to the shelf it came from (a damaged one can be written off), the labour goes back to its expense account, and one journal reverses it on the date you pick. All of an order or part of it, with the reason kept. See [Manufacturing](manufacturing.html#unbuilding-finished-goods).
- **Build it again** — after an unbuild, a new draft order for the same product and quantity, linked to the one you unbuilt. **Manufacturing → Unbuilds** lists every unbuild.
- **A new dashboard** — built this month, on the floor, late, short of components and what needs someone now; every figure opens what it counts.
- **Orders** — one ⋮ per order with every step it can take, a Late chip, Duplicate, and Complete that scales the components to what was produced.
- **Bills of materials and MRP** — a recipe shows its cost per unit and how many the stock can build; MRP opens the order or the RFQ a shortage needs.
## October 2026 — A calmer Expenses
- **The Expenses dashboard, rebuilt** — the money first, then where the claims are (click a stage to see its claims), what they cost by month, category and employee, and what needs someone now. See [Expenses](expenses.html#the-dashboard).
- **One ⋮ per claim** — every step you may take, in the row’s own menu; the ones that undo or remove something come last, in red.
- **Colours that mean something** — a claim’s state is one pill everywhere and in every theme: blue waiting for approval, green approved and paid back, red rejected. The purple is gone.
- **Tables** — every table’s header band now runs to the right edge, in your theme’s own colours, and its totals stay on one line.
## October 2026 — Mileage, billing, advances and payroll
- **Mileage** — give a category a rate per km and its claim lines become a distance: the km × the rate, no VAT, no receipt needed. On the phone too. See [Expenses](expenses.html#mileage).
- **Bill expenses to customers** — tag a claim line with its project or customer and tick **Bill to the customer**, with a markup if you charge one. Once approved it goes onto the customer’s invoice — from Expenses in one click, or with **Billable expenses** on a draft invoice — and only once. See [Expenses](expenses.html#projects-customers-and-billing).
- **Cash advances** — give an employee a float, settle their claims from it, record what comes back. See [Expenses](expenses.html#cash-advances).
- **Paid with the salary** — a claim can wait for the next payroll run: it’s added to the payslip and the WPS file, and marked paid back when the run is approved. See [Expenses](expenses.html#paid-with-the-salary).
- **What claims really cost** — **Expenses → Reports**: spend net of VAT by category, employee, project, customer or supplier, month on month, with CSV exports. The dashboard opens with what’s owed, out on advances and to bill. See [Expenses](expenses.html#reports).
## October 2026 — Receipts read for you
- **Receipts read for you** — attach a receipt and the claim line fills itself: amount paid, VAT, supplier, TRN, receipt number, date. **From receipts** turns several photos or PDFs into a claim. It is read in your browser — no AI service sees your receipts. See [Expenses](expenses.html#reading-receipts).
- **The same receipt twice** — a receipt already on another claim is noticed while you fill the claim, and again for the approver.
- **Category rules** — a category can ask for a receipt above an amount, and set a limit per line that the approver sees flagged.
- **The manager first** — claims can go to the employee’s manager, with **Waiting for me** in the list and everyone’s Approvals after three days.
- **Your claims and your team’s** — staff see their own claims and their team’s; approvers, accountants and admins see all, and a role can be given **See all**.
## October 2026 — Expense claims you can fix
- **Correct a posted claim** — wrong category, account or VAT on an approved or paid claim? **Correct** re-posts it under the same number: the old entry is reversed, the corrected one posted, and a paid claim keeps its payment. See [Expenses](expenses.html#correcting-a-claim).
- **Send back, take back** — return an approved claim to the employee with a note, or take back a payment made by mistake, even one matched to the bank. **Unmatch** in Reconciliation now puts the claim back to Approved too.
- **Reimburse properly** — choose how, from which account, the date and a reference; pay several claims at once; an account in another currency asks for the amount that left it.
- **Everyone hears** — approvers when a claim waits for them, employees when theirs is approved, rejected, sent back, corrected or paid. An approver’s own claim waits for someone else.
- **Every step on record** — each claim’s **Activity** tab lists who did what, when and why, with the journal entries it posted. Search finds claims by supplier, description or amount.
## October 2026 — VAT on expense claims
- **VAT on expense lines** — enter what was paid; Tamra works out the VAT inside it (you can correct it to match the receipt), and categories bring a default rate. On the phone too.
- **Recovered, not expensed** — approving a claim posts the VAT to VAT Input, and approved claims appear in the VAT return and the FTA audit file under the receipt’s supplier and TRN. See [Expenses](expenses.html#vat-on-a-claim).
## October 2026 — Sharper type
- **Inter for the interface**, with optical sizing — crisp small text and figures.
- **Darker muted text** in the light themes; a touch more weight on standard screens.
## October 2026 — A calmer, stronger search
- **Just the bar** until you type; then results first, with suggestions and recents beneath.
- **Real app tiles** on every row; more record types; invoices by customer name; no AI cost.
## October 2026 — Search, reimagined
- **Search** — one glossy card with recents and suggestions before you type, instant answers, typed scopes, voice, and Ask Eagle.
- **The orb** — the Aurora Eagle in a circular badge; the focus-mode Apps icon in coloured outlines.
## October 2026 — Eagle, reimagined
- **A new Eagle** — a glass panel beside your work, suggestions that follow your screen, answers that reveal as Eagle works, and the Aurora Eagle mark.
## October 2026 — Language, where Preferences really is
- **Preferences → Language** — the language of account names, applied at once and saved to your profile.
- **Notifications** — grouped into sections that fold away.
## October 2026 — Readable lists, one language
- **Readable dropdowns** — no more white-on-white lists in the dark themes on Windows.
- **One language for account names** — Settings → Preferences → Language now applies everywhere, Expenses and Payroll included.
## October 2026 — The final check
- **Move to Tamra, step 9** — your old trial balance beside Tamra’s, account by account, with every difference shown; then download or print the migration record.
## October 2026 — The opening trial balance
- **Move to Tamra, step 7** — import your old trial balance; accounts are matched for you (Eagle helps by meaning), customer, vendor, bank and stock accounts are set aside for their own steps, and the rest is posted in one balanced entry.
## October 2026 — A safe cut-over
- **No reminders for opening balances** — migrated balances are not chased automatically; send statements instead.
- **Lock the books** — the last step of Move to Tamra locks everything up to the day before the cut-over.
## October 2026 — Move to Tamra
- **Settings → Move to Tamra** — a step-by-step guide from QuickBooks, Xero, Zoho Books, Tally, Odoo, Sage or Excel, telling you what to export and opening the right tool for each step.
- **Opening balances from a file** — import your old system’s customer and vendor balances in one go.
## October 2026 — Import products and contacts
- **Import** on Products, Customers and Vendors — from Excel, CSV or a PDF, columns matched for you, every row reviewed before saving, and one-click undo.
## October 2026 — Translate pages and PDFs
- **Scribe** — page menu → **Translate…** makes a translated copy in any of 22 languages; right-to-left languages read right to left.
- **PDF** — ⋯ More → **Translate…** translates the text page by page; copy or download the result.
- **To-dos** — Enter on an empty to-do leaves the list and starts a fresh line, at any indent level.
## October 2026 — Eagle, in aurora
- **A new orb** — an aurora gem with a sparkle; a spinning iridescent ring while Eagle works.
- **Matching apps icon** — the rail-hidden apps icon shares the same aurora.
## October 2026 — The rail, in its own colours
- **Own colours** — the active app is highlighted in its app-tile colour; the rail is a little tighter.
- **Rail switch** — left of Back: hide the rail for a full page, or bring it back; the apps icon turns colourful while it's hidden.
## October 2026 — Autopilot, deployable
- The autopilot runs through the API gateway, within Vercel's twelve-function limit.
## October 2026 — Collections on autopilot
- **Autopilot** — switch it on and due reminders go out every morning at 9:00, logged, never twice; the card shows the last run.
- **Nightly backup** — an encrypted copy of the database kept 90 days on GitHub.
## October 2026 — Crashes reach you
- **Error reporting** — a crash in the app or a server function reaches Sentry within seconds, with the version, section and ids, never personal data.
## October 2026 — Collections, calmer
- **One thing at a time** — figures as a sentence, what's due, and three quiet rows for the rest; when nothing is due, it says why.
- **A proper reminder email** — company header, invoice summary, the message, one button, a quiet footer.
## October 2026 — Collections
- **Payment reminders** — Sales → Collections shows what's due, with friendly wording you can edit, and sends with one click (or a test to yourself).
- **Never twice** — one reminder per step per invoice, logged; “don't chase” per customer.
## October 2026 — Navigation, finished
- **No first-visit spinner** — the modules you jump to load while you're idle; a Continue-strip chip loads its module when you point at it.
- **The placeholder everywhere** — deals, leads, tickets, projects, calendar entries, payments and warehouses too.
## October 2026 — Live, quietly
- **Nothing to show when all is well** — the LIVE label is gone; only losing the live channel shows, on the refresh button.
## October 2026 — A quieter live indicator
- **LIVE label** — beside the refresh button, instead of a dot that looked like a notification.
## October 2026 — Live documents
- **Changes arrive by themselves** — a colleague's posted invoice, confirmed order, validated delivery or moved deal shows up on your screen within a second or two.
- **Light** — only what changed is fetched, and only for lists you have open. A green dot on the refresh icon means you're live.
## October 2026 — Orders by delta
- **Orders too** — a changed order (or a changed line) now arrives by delta, with its current lines.
## October 2026 — Sync engine (Accounting)
- **Only what changed** — journal entries refresh by delta, with just the lines of the entries that changed.
- **Always current** — a refresh right after a posting is never skipped any more.
## October 2026 — Sync engine (Inventory and CRM)
- **Only what changed** — stock quantities and deals refresh by delta; pickings, moves, stages and leads in full.
- **Same safety rules** — a full pass every 15 minutes and on Refresh data; a failed refresh never empties a list.
## October 2026 — Sync engine (Sales)
- **Only what changed** — refreshing invoices and quotations fetches just the rows changed since the last sync, plus any deleted ones.
- **Still safe** — orders and small lists refresh in full; a full pass runs at least every 15 minutes and on Refresh data; a failed refresh never empties a list.
## October 2026 — Instant start
- **Opens at once** — Tamra starts on the last good copy of your company's data while the real load runs behind it.
- **Never empty** — if loading fails you stay on that copy, with a notice of when it was saved. The copy lives in this browser only and is cleared on sign-out.
- **Health at a glance** — the refresh icon spins amber while a copy is shown and turns red if loading failed.
## October 2026 — An honest boot
- **Tries again by itself** — if the company's data doesn't load, Tamra retries, then tells you plainly with a **Try again** button, instead of showing empty lists as if data were gone.
- **Says why** — failed loads are recorded with their reason; the invoice screen says “company data didn't load” rather than asking for account mapping.
## October 2026 — Calmer navigation
- **No more list flash** — opening a record from another page (or going Back to one) shows a calm placeholder until the record is open.
- **Gentle motion** — pages slide softly on desktop too; Back slides the other way.
## October 2026 — Orders show their invoice
- **Open invoice** — an order that already has an invoice says so, and opens it, instead of offering “Create Invoice” again.
- **Invoiced when posted** — orders become Invoiced when their invoice is posted, and return if it is credited or cancelled; 44 stuck orders were repaired.
## October 2026 — CRM insights
- **Win rate, time to win, average deal** — for this month, quarter, year or the last 12 months.
- **Where deals wait** — each stage's waiting time, and the deal waiting longest.
- **What brings money** — lead sources followed to won deals, each person's numbers, and why deals are lost.
## October 2026 — Finishing touches
- **Move columns by dragging** — in every list in Tamra, drag a header onto another; the order is remembered.
- **A softer Leads board** — the same gentle columns and light cards as the deals board.
## October 2026 — More than one pipeline
- **Pipelines** — Trading, Projects, Rentals… each with its own stages; switch between them at the top of Deals.
- **Manage pipelines** — add one with the standard stages, rename it, and edit its stages.
- **Deals stay in their lane** — each moves through its own pipeline's stages, and can be moved to another pipeline.
## October 2026 — A softer pipeline board
- **Soft columns** — gentle gradients, a whisper of green for Won and of red for Lost.
- **Light cards** — rounded, softly shadowed, the value up front and a thin probability bar; they lift as you hover.
## October 2026 — One table for Deals and Leads
- **Deals → Table** now works like every list in Tamra: saved views, show/hide and drag columns, CSV export, totals.
- **Nothing lost** — stage groups with their stage line and weighted value, + Add deal, dragging between stages, editing in place.
- **New** — Shift-click to sort by a second column; tick deals to move them to a stage or give them an owner together.
## October 2026 — Delete fields for good
- **Delete** in the Fields panel removes a field and its values, after asking you first. **Hide** still keeps the values.
## October 2026 — Leads: move columns by dragging
- **Drag a column's header** onto another to move it; the order is remembered.
- **The + at the end of the header row** adds a field, like on the Deals table.
## October 2026 — Your fields in the Leads list
- **Lead fields as columns** — sortable, in the column menu and saved views, and in exports.
- **Search finds them**, and **+ Add a field** sits on the list's toolbar.
## October 2026 — Add a field from the table
- **A + at the end of the header row** — add a field right from Deals → Table; its column appears at once.
- **Reset sort** now sits at the top right of the table, clear of every column name.
## October 2026 — Your fields in the Deals table
- **A column for each field** — sort it, move it; values read as words.
- **Search finds them** — type a value to find every deal that has it.
## October 2026 — Your own fields on deals and leads
- **Add a field** — text, number, date, dropdown, checkbox or a teammate, from any deal or lead page.
- **Right with the details** — on every page, saving as you go.
- **Yours to shape** — rename, edit options, or hide a field; hidden fields keep their values.
## October 2026 — Rules that do the routine work
- **Quiet deals** — the owner gets a *Follow up* task when a deal has had no activity for the days you choose.
- **Passed close dates** — the owner gets *Update the close date*, once for each date.
- **New leads in turn** — leads without an owner go to the next person you ticked.
## October 2026 — Updates on deals, with @mentions
- **Talk where the deal lives** — every deal has an Updates tab, the team's conversation about it.
- **@mention a teammate** — they hear about it on their bell, and one click opens the deal.
- **Yours to fix** — edit or delete your own updates; edited ones say so.
## October 2026 — Web forms that bring in leads
- **Your own enquiry form** — Leads → Web form: a link to share, or one line of code for your website.
- **Enquiries become leads** — each one a New lead, with a *Reply to …* task for the person you choose.
- **Quietly protected** — spam is kept out; close the form any time and see how many enquiries came in.
## October 2026 — A page for every customer
- **Click a customer** in CRM → Contacts — what they owe and what is overdue, their deals, activity and documents.
- **One sentence** — open deals, weighted, won this year, and their credit limit.
- **Act from there** — open a deal in place, start a new deal already made out to them, or edit the customer.
## October 2026 — The forecast
- **Deals → Forecast** — what is open, weighted and won this quarter, in one sentence, and what is past its close date.
- **A calm chart by month** — won, weighted and best case, for the next 3, 6 or 12 months.
- **By month or by owner** — open any row to see its deals, and any deal to open its page.
## October 2026 — Leads as pages, deals that move themselves
- **A lead is a page** — score, status bar, activity, reminders and files, saved as you go; Converted opens the convert-to-deal flow.
- **Stages that move themselves** — a quotation sent moves its deal to Proposal; a confirmed quotation or order, or an issued invoice, marks it Won.
- **Always explained** — every automatic move leaves a note on the deal.
## October 2026 — CRM activities on Home, documents on the deal
- **Activities are tasks** — a call or meeting you plan on a deal is also your task on Home, in the Calendar and in the bell; done anywhere means done everywhere.
- **The deal's documents** — quotations, orders and invoices remember their deal; the deal page lists them with status and amount.
- **The customer's position** — what they owe, what is overdue and their credit limit, right on the deal.
## October 2026 — Deals as full pages
- **A deal is a page** — click any deal to open it: name, customer, owner and value up top, and a stage bar you click to move it along.
- **Saves as you go** — change a field and leave it; a quiet *Saved* confirms it. No more Update or Cancel.
- **Minimal cards** — the board's deal cards, and colour across the CRM only where it means something.
## September 2026 — A calmer, grouped CRM
- **Deals in groups** — the table groups your deals by stage, owner or close month, with each group's count, total and weighted value; open and close groups with a click.
- **Drag to change stage or owner** — drop a deal onto another group; + Add deal at the end of any group starts one already in that stage or with that owner.
- **Calm by design** — cells read as plain text until you hover; colour only where it means something: won, lost, overdue. People show their own avatars.
## September 2026 — WhatsApp from your company's own number
- **Connect your WhatsApp Business number** — Settings → Integrations → WhatsApp: Meta's sign-up window (keeping the WhatsApp Business app on the same number where Meta allows it), or Meta's test number to try it first.
- **Templates that follow your Country Pack** — English, plus Arabic for UAE companies; created at Meta for approval with one button, their status shown on the card. Local numbers are dialled with your country's code.
- **Test message** — the card sends Meta's ready-made hello_world to any number, to prove sending and delivery ticks before your templates are approved.
- **See the message before it goes** — every *WhatsApp to customer* shows it first: **Send from** your number (with delivery ticks), or **Open in my WhatsApp**.
## September 2026 — Records open at once
- **A sales order's new invoice opens straight away** — and so does any record you're sent to that was created a moment ago: an invoice, a quotation, an order, a delivery, a receipt, a transfer, a return, an adjustment. Tamra fetches it directly instead of waiting for a list to reload.
- **A company's very first record opens too**, where it used to wait forever.
## September 2026 — WhatsApp consent on customers
- **Record who agreed to WhatsApp messages** — open a customer → **Edit** → **Contact**: a WhatsApp line shows when they agreed and who recorded it, with **Record agreement** and **Withdraw**. It's what sending from your company's own WhatsApp number will rely on.
## September 2026 — Send via WhatsApp
- **Invoices on WhatsApp** — open an invoice → **Send ▾** → **WhatsApp to customer**: the message (number, amount, due date, and the payment link or the customer's portal link) opens in WhatsApp addressed to the customer.
- **Documents on WhatsApp** — share any file's secure link on WhatsApp from **Share links**, or straight from the card after saving a PDF to the Library.
- It uses your own WhatsApp — nothing to set up, no cost. Sending from the company's number, with delivery ticks, comes with the WhatsApp Business connection.
## September 2026 — A smoother menu
- **It glides** — opening, pinning and putting away the menu beside the app icons now move as one smooth piece; the menu never squeezes on the way.
- **It goes when you move on** — the floating menu closes as soon as the pointer leaves it.
## September 2026 — Bank statements as PDFs
- **Import the PDF your bank sent** — Banking reads it into a statement: every transaction, the period, the opening and closing balances, English or Arabic headings, even scanned pages.
- **Straight from the PDF workspace** — with a statement open, **⋯ More → Import into Banking…** opens the import for the right bank account, matched by its IBAN, with the statement already read; the running-balance check stays on screen while you look it over.
- **Checked like an accountant would** — every running balance is checked, and the note tells you if any don't add up before you import.
## September 2026 — Links that land
- **A sales order becomes an invoice, and you see it** — Create Invoice now opens the new draft every time, instead of sometimes leaving you on the list.
- **Links between modules land cleanly** — following a link to something created a moment ago (an invoice, a delivery, an order) opens it, rather than claiming it no longer exists or opening it unexpectedly later.
- **The floating menu behaves the same everywhere** — in Scribe and PDF it now goes away when you move on, like every other module.
## September 2026 — Downloads that finish
- **No more half-finished files** — every download in Tamra now has time to finish, even while your browser asks where to save it, so "Unconfirmed … .crdownload" files no longer appear in Downloads.
- **You're told where it went** — downloads from the PDF viewer and workspace arrive under their own names and say so: "it's in your Downloads folder".
## September 2026 — White tiles in the light theme
- **A calmer Home** — in the light theme, the apps sit on glossy white tiles and each icon carries its app's colour, just as dark mode does on ink.
- **New Team Chat and Inventory icons** — a conversation, and stock on a pallet — wherever the apps appear.
## September 2026 — Peek at the menu
- **Hover to peek** — point at the thin line beside the app icons and the menu floats over the page, without moving anything. Move away and it goes.
- **Click to keep it** — click the line and the menu stays open; the same line at its edge puts it away, and **⌘ \\** still does both.
## September 2026 — One way to show and hide the menu
- **The same everywhere** — in every module, the thin line beside the app icons opens the menu and it stays open; the same line at the menu's edge puts it away. No more pop-over menu on hover, no arrow to hunt for.
- **⌘ \\** (**Ctrl \\**) shows or hides it from the keyboard.
## September 2026 — Find what you just saved
- **Show in Documents** — after the PDF workspace saves pages to the Library, a card links straight to them, with **Download** to export that exact file.
## September 2026 — A quieter PDF toolbar
- **Split into bills and Add pages** moved into **⋯ More**, so the toolbar is just zoom, Mark up, search, More, Save and Close. **← Pages** (or **Esc**) leaves the split view.
- **No more "Workspace"** — the PDF module's sidebar holds only your documents, wherever it shows.
## September 2026 — A simpler PDF screen
- **Documents in the sidebar** — the PDF module's own sidebar now lists the file open now, your drafts and recent documents, so the page gets its full width.
- **One simpler toolbar** — zoom, Mark up, search and **⋯ More**, then Save and Close; it fits any window, so nothing is ever cut off.
## September 2026 — Split into bills, and a Documents list
- **Split into bills** — one clear screen: pages grouped into bills (Tamra suggests where each starts), ✂ to split, reading that starts by itself with progress on every bill, and one button to open them in Purchase.
- **Suppliers, by your choice** — a supplier Tamra doesn't know is added only when you say so, or you choose an existing one.
- **Documents on the left** — the file open now, your drafts and recent documents, always a click away.
## September 2026 — Nothing lost, clearer scanning, guided bills
- **Drafts and recents** — the PDF workspace keeps your work in this browser: leave for another module or reload, and it picks up where you left off; recent documents wait on the empty page.
- **Scanning you can see** — a progress card shows each page being read, with Cancel, then what was read and what wasn't, with Retry. Pages are read sharper than before.
- **Guided bills** — choose the pages, read the bills right there (each shows its supplier, number and total, or that nothing was readable), then open them in Purchase. Bills that can't be read still open, blank, with their pages.
## September 2026 — Bills from a supplier's batch
- **One PDF, many bills** — in the PDF workspace, mark which pages make each bill (or make every page a bill) and open them all in Purchase.
- **One after another** — each bill opens pre-filled from its own pages, with them attached when you save; the next one follows, and you can stop early.
## September 2026 — Richer marking tools
- **Edit just the words you select** — Tamra matches the typeface, weight, slant and ink, keeps the spacing exact, and a small bar changes the style as you type.
- **Ten shapes** — rounded rectangles, triangles, stars, double arrows, ticks and crosses join the rectangle, oval, line and arrow, with fills, dashed or dotted lines and opacity.
- **A rich colour picker** — a curated palette, your recent colours, any colour by picker or code.
- **New icons** — the Mark up tools have their own clear set.
## September 2026 — Read scans, edit a line
- **Read scanned PDFs** — **Recognise text** reads pages that are only pictures, in English and Arabic: search them, select and copy their words, and save a copy that's searchable anywhere.
- **Edit a line of text** — click a line and retype it; Tamra matches the paper, the size and the weight.
- **PDF on the Home page** — the PDF workspace now sits with the other apps.
## September 2026 — A cleaner PDF workspace
- **One toolbar** — with a file open, the PDF page is just the viewer: **+** adds files, **Save** asks which Library folder.
- **Files opened together become one PDF** — ready to mark up and search straight away.
- **Edited, like Preview** — when pages change, the title says **Edited**; click it to undo or go back to the original. The separate bar is gone, everywhere the viewer opens.
## September 2026 — A PDF workspace
- **PDF, a module of its own** — open PDFs and pictures from your computer or the Library, merge and split them, arrange, mark up, sign and redact, then save the result to a Library folder, or download or email it.
- **Big files open fast** — pages are drawn as you reach them, so a few hundred pages open in a moment instead of a minute.
## September 2026 — Marks your whole team sees
- **Shared marks** — highlights, notes, stamps and signatures on a record's file, or on a Library document, are saved with the file, so everyone in your company sees them on any device.
- **Who and when** — **Highlights and notes** shows who made each mark and how long ago.
- **Fixed** — a mark placed on one attached file no longer appears on other files.
## September 2026 — Marking up, properly
- **Highlight words, not boxes** — select text with the highlighter to highlight, underline or strike it through.
- **Notes** — small yellow notes you can click to read, and a **Highlights and notes** list that shows everything marked on the document.
- **Shapes** — rectangles, ovals, lines and arrows.
- **Real redaction** — black out an account number or a salary, and exported, emailed and saved copies no longer contain those words at all.
## September 2026 — A cleaner viewer, and reading tools
- **One quiet toolbar** — the document viewer now has a single clean toolbar, like Preview on the Mac: the name and page on the left, small groups of controls on the right. **Mark up** (the pen) opens the stamps, signatures, text and drawing tools in a row of their own.
- **Search a PDF** — type in the search box: every match is marked and listed down the side with the words around it.
- **Copy text** — select text on a PDF page and copy it.
- **Views** — continuous scroll, a single page, or two pages side by side; zoom to fit the page or the width.
## September 2026 — Arrange a PDF's pages
- **Pages down the side** — every PDF in the viewer now shows its pages as thumbnails on the left. Click to go to a page, drag to reorder, turn, copy or remove pages, and add a blank page, a PDF or a picture from your computer or from the same record.
- **Every page at once** — the grid button lays the pages out as a contact sheet for big rearrangements.
- **Nothing is overwritten** — **Save as new version** adds the arranged PDF to the record beside the original; stamps and signatures go with their pages. Chosen pages can be saved as a PDF of their own.
- **Fixed** — a stamp or mark placed on one attachment no longer appears on the next one when you flip through with the arrow keys.
## September 2026 — Guides inside every module
- **A guide in each module** — press the **book button** beside the module name: **Sales** and **Invoicing**, **Purchase**, **Inventory**, **Accounting** and **Banking**. Each walks through the real screens in a few plain steps and ends with what is worth knowing. The arrow keys move through it; **Esc** closes.
- It opens on the guide that fits where you are — from **Reconciliation** it opens Banking, from **Invoices** it opens Invoicing.
## September 2026 — A calmer first run
- **A new first-run setup** — one question per screen: your company name, the rules for your country, your currency and fiscal year, the accounts Tamra posts to, and your team. It ends with a summary of your setup and three good first steps. Press **Enter** to continue; **Skip for now** is always at the top.
- **An honest margin on Home** — the margin insight now reads your Profit and Loss for the last 90 days, the same figures as the report. Buying stock or equipment no longer looks like a loss.
- **Open amounts that add up** — overdue receivables and bills due this week count applied credit notes and debit notes; a bill settled partly by a debit note shows as paid once the rest is paid.
- **Fixed** — creating a new company, and **Create Bill** on a purchase order, work again; table headers stay solid while you scroll in dark mode, and so do the summary bar in Bank reconciliation, the Assets and Depreciation schedules and the CRM timeline ruler.
## September 2026 — Scribe, refined
- **Spaces are notebooks** — portrait, with a bound spine, never mistaken for a folder. Scribe's Home shows them as a shelf, with **New space** at the end and beside **New page** in the sidebar. A personal space carries a ribbon.
- **Pages read better** — each of the four layouts has its own text size, a clear heading ladder and room between paragraphs; to-dos sit on the line of their text; the page column is a comfortable reading width.
- **You can see that it saved** — a page says **Saving…**, **Saved**, or **Not saved — retrying**, and keeps trying until the save lands.
- **Share a page by link** — read-only, no login needed; links can end on a date and be switched off at once. See [Working together](working-together.html#scribe).
- **Search keys, one rule** — **⌘K** searches all of Tamra; **⌘/** searches where you are, in Scribe and in Documents (Ctrl on Windows).
- In dark mode, notes written in light mode stay readable; archived spaces can be deleted for good.
## September 2026 — Documents, the Customer Portal, sharing
- **Documents, rebuilt.** The Library opens on colour folders with glyphs, in **Grid**, **List** or **Gallery**. Drag files and folders anywhere to move them; drop files from your computer to upload, with a check that tells you when the same file is already there. Select many to move, tag, download as one ZIP, send or trash.
- **Search reads inside PDFs.** Every PDF is read once as it's uploaded, so *warehouse rent* finds the tenancy contract that says it — the card shows the matching line. Cards show the real first page. **Starred**, **Recent** and **Filter** (kind, date, person, tag) help you get back to things.
- **Expiry dates that remind you.** Give a licence, visa, insurance policy or tenancy an expiry date and Tamra reminds you 7 to 90 days before — in the bell, on Home and in the Calendar. **Expiring** in the sidebar lists what's lapsed or about to.
- **Versions.** Upload a newer copy on top and keep every earlier one — download or restore any of them. Signed PDFs are never overwritten.
- **One home for every file.** Link a Library file to a bill, invoice, order, expense or journal entry and it shows in that record's Files rail. **From records** gathers every file attached to any record.
- **Private folders.** A folder can be seen only by the people you choose, its maker and the admins — and so can everything inside it. A lock marks it.
- **Activity** on every file: who uploaded, opened, downloaded, moved, renamed, shared or trashed it.
- **Share links.** Let anyone open one file, for a day to three months or until you switch it off, with or without a Download button. Every open is counted.
- **The Customer Portal.** A private page for each customer, opened from a link: their invoices, statement and documents, a conversation with you, quotation approvals, and **Pay … online**, which opens a fresh checkout each time. Create the link from the customer's **Portal** tab.
- **Send files to a customer.** From Documents, straight into their portal's Messages.
- **Payment links, honestly timed.** A card checkout lasts 24 hours; the Payments tab says until when a link works and asks for a fresh one when it has closed.
- **Your own email domain.** **Settings → Email** lets an admin verify the company's domain, so invoices and invitations go out from it.
- **Reminders** on sales orders, customers and vendors, like the other records. **Users & Roles** redrawn in quiet colours, with *Make default* for a person's home company. **Close** now sits above the tabs on every document.
- **Eagle finds files.** Ask for *the tenancy contract* or *the licence that mentions Al Quoz*; Eagle searches Documents by name and by the words inside, and opens the one you want. It can also take you to Documents and Scribe.
## September 2026 — Getting paid, properly
- **Pay online.** Every posted invoice can carry a payment link — card, Apple Pay, Google Pay — on a secure page with your logo. The invoice turns paid by itself; the fee posts to Bank Charges; the money lands in Gateway Clearing and reconciles like any receipt. Enrol from **Settings → Integrations**, where the card walks you through it; each company connects its own Stripe so card money reaches its own bank.
- **The Payments tab** on invoices and bills: every settlement in one place — payments, advances applied, credit and debit notes offset — each a door into the register, the document, or the ledger, with a printable voucher on every payment.
- **The settlement bar** beside TRACE: how much of a document is settled, at a glance; click it for the Payments tab.
- **One header grammar** on quotations, orders, invoices, bills and purchase orders: one filled-circle button for the next step, **Send ▾** for print, email, e-invoice and payment link, **⋯** for the rare things.
- **Advances the compliant way.** A customer's deposit becomes an advance tax invoice straight from the bank line; the final invoice bills the balance with a *Less: advance* line; the PDF shows both. Vendor advances mirror it.
- **Reconciliation, reworked.** Newest lines first with the add row at the top; a **Reconcile** button on every line with suggested matches; part-payments across several documents; wrong-direction flip; foreign-currency matching with conversion shown; period close, reopen with a reason, and *Start next statement*.
- **Four VAT treatments** for UAE companies — standard, zero-rated, exempt, out of scope — and a **Tax quick-set** above the lines on invoices and bills.
- **The phone**: a home that opens on Money and Approvals, the payments register, stock on hand, and the RFQ journey.
- **This guide**, searchable, at */docs/*, and the **Guide** link on the site.
- **Cash Radar and Smart insight, redrawn.** Cash Radar opens on *To collect* and *To pay* mirrored, each with five aging bars on one ink ramp, then the net position in a sentence with a small in/out bar; the receivable and payable ledgers sit side by side, oldest first, each row tinted by how late it is. Smart insight opens on the year's four figures, then the charts, then *Worth knowing* — the observations as sentences with a green door on the right. The launcher is one flat, draggable grid with an intro line.
- **Files beside the document.** A paperclip with a count now sits in the action row of bills, invoices, quotations, sales orders, purchase orders, RFQs, journal entries and expense claims; press it and the attached files open in a rail on the right — the supplier's PDF or a photo of the invoice rendered inline while you key the lines, with thumbnails for each file, zoom, drop-to-attach, *Wider* for a true half-and-half when entering from the file, and *Open fully* for annotations, stamps and signatures. It eases open and closed, the zoom really zooms, it's closed until you ask, and it fades when the document has no files. On an expense claim the rail shows each line's receipt, labelled by its line; receipts are still attached on the line itself. The Attachments card stays as it was.
- **Chat, three everyday fixes.** Reactions are one per person — tap another and yours moves, tap the same to remove it; the quick bar on a message shows six, and the smiley opens the full picker. Message menus open upward when there is no room below, so nothing is cut off at the bottom of the screen. And the writing box keeps a **draft** per conversation — the words *and* the files you attached: leave, come back, both are there; the sidebar marks the row *Draft* until it is sent.
- **Tables that calculate.** In Scribe pages and chat messages alike, a cell that starts with `=` is a live formula: `=SUM(B2:B6)`, `=AVG(C2:C9)`, `=MIN`, `=MAX`, `=COUNT`, `=ROUND(B2*5%, 2)`, plain arithmetic like `=B2*C2`, and the shorthands `=sum` (the column above) and `=sum(row)`. Columns are letters and rows are numbers exactly as in a spreadsheet, so a formula pasted from one works unchanged. The formula stays on the cell (a small *ƒ* marks it; hover to see it) while the cell shows the value, and everything recalculates as you type. The cell menu's **Formula** offers both directions plainly — *This column · the cells above* and *This row · the cells to the left* — and adds **Sort by this column** (numbers as numbers, header kept, totals pinned at the bottom, row formulas following their rows) and **Align this column**; menus stay on screen even from a table in the writing box at the bottom of the page; the table menu adds **Recalculate formulas**, **Copy as CSV** and **Clear colours**. Numbers read leniently — *AED 4,200*, *12%*, *(300)*.
- **Emoji, properly.** The picker follows the theme, opens on the device's own emoji (no images to download, never a broken square) and matches what the message will show. Emoji in a sentence sit on the text's baseline at one size; a message that is only emoji goes big; reactions are quiet pills with the accent on your own.
- **Chat configuration: who sees what.** Every channel row now says who can see it — *Everyone in General · 7* or *Private · 3 people* — and *change* opens the access panel: switch between *Everyone in the team* and *Only chosen people*, and add or remove people by name. Channel and team icons come from Tamra's one icon catalogue (the same icons Scribe offers), with search; icons chosen before as emoji keep working. And the Members tab leads with *Add someone — type a name*, with a plain **Remove** on every row.
- **The chat composer, polished.** The same writing tools everywhere — channels, threads and direct messages: headings, bold, italic, lists, quotes, code, tables, links, emoji, attachments, mentions, share a record. Code blocks and selections now follow the theme — in the composer and in sent messages — and keep following it when you switch themes. *Send* is the app's own button, and the code-block tool looks like code.
- **Team Chat, version 2.** The online signal is now honest: you're *online* anywhere in Tamra, not only inside Chat; *away* after five idle minutes or when the tab is hidden (an amber dot); and people who are offline read as *last seen 2h ago*. Direct messages live in one list — the sidebar — with *New message to…* right there; the second list inside the conversation is gone. A **People** section under it lists everyone in the company with the same signal — online, away, or *last seen* — and a click starts a message. A **New messages** line marks where you left off and the view opens there. And you can **share a record** — an invoice, bill, quote, order, customer, vendor or product — into any conversation as a card that opens the real thing.
- **Scribe pages, upgraded.** The layout presets — *Editorial*, *Compact*, *Airy* — now change the page on screen, not only in print, and the title follows both the layout and the font you choose. Properties collapse to one quiet line under the title — *Status In review · Owner Robel · Due 24 Sep* — and open into a table (label, value, a hairline per row, *Add a property* at the end) when you click it; the choice is remembered per page. A new **Toggle** block (type `/toggle`) folds its contents away and remembers whether it's open; Ctrl/⌘-Enter folds and unfolds from the keyboard. On paper you choose: *Print options → Toggles → All open* (the default) or *As on screen*, which prints a folded toggle as its heading only. And *Export as web page* saves the page as a single file whose toggles keep working in any browser — the way to share a foldable page.
- **Scribe templates, rewritten.** Sixteen templates for a trading business and the accountant who runs it, grouped by when you reach for them — *Every week* (Meeting notes, Weekly review, One-to-one), *Customers & suppliers* (Customer file, Supplier profile, Supplier scorecard), *How we work* (Standard operating procedure, Policy, Onboarding checklist, Decision record), *Money & control* (Month-end close, Monthly report, Audit preparation), *Projects & incidents* (Project brief, Incident report) and *Reference* (FAQ, Reference page). Each says what it's for; templates you made yourself keep their place.
- **The weekly journal.** The first time you open Home on or after Monday, last week's Mind notes and the tasks you finished are filed into one Scribe page in your personal space — *Journal · Week 37 · 7–13 Sep 2026* — grouped by day, with the notes you sent to Scribe linked. A toast says so and the page sits in *Pick up where you left off*. Nothing is filed twice, and an empty week isn't filed at all.
- **Repeating tasks repeat.** A task written with *every Monday*, *monthly* or *every 2 weeks* now rolls forward the moment you finish it — on Home, in the Calendar or on the phone — the next one appears with the same words on the next date, and Home tells you when. Nothing is pre-generated, so the list only ever shows the one that's due.
- **Scribe, two fixes.** *Linked from* now counts real links only — a page called *Notes* no longer appears linked from every page that contains the word. And links to records that were deleted are cleared and can't come back.
- **Mind notes, tidier.** A note's actions are three icons on the right — open in Scribe (or send to Scribe), pin, archive — that appear on hover; notes that live in Scribe say so, and *Open in Scribe* takes you to the page with a way back.
- **Dark-mode launcher.** In dark themes the app tiles on Home → Apps turn to ink and each glyph takes the app's own colour, with a hairline of that colour along the top edge. Light themes keep the coloured tiles.
- **Tasks & reminders, the smart version.** The task box on Home understands the sentence you'd say: *Call Hidmona Friday 3pm*, *Standup at 9 tomorrow*, *Team check-in every Monday*, *Approve claims monthly*, *Close the books end of month* — the date, the time and the repeat lift out of the title and the hint confirms them as you type. The list is sectioned: **Overdue** first in the warning tone, **Today** with its times, **Later**, and a fading **Done** — each limited, with *N more ›* to open. Times you set appear in the Agenda beside it.
- **Home settles.** The greeting sits first with the date beneath it; every tab shares one column that comes in from the edges; each drill from Home carries a *‹ Today* / *‹ Cash Radar* pill back to the tab you left, and the tab you were on is remembered; tabs ease in.
- **Tasks understand dates in words.** Type *Call Hidmona Friday*, *Approve claims next Tue*, *Renew licence in 3 days* or *Audit prep 14 Sep* into the task box on Home — the date lifts out of the sentence and becomes the due date; the hint under the box confirms it as you type.
- **Today, to the letter.** *While you were away* reads as one line and opens in place; notes are rows with an age or *Pinned* label and *send to Scribe* on hover; tasks have a round tick, a sub-line (*2 days overdue*, *Friday*) and *snooze* on hover; the Agenda groups by day with a time gutter, *Join* for meetings and amounts for money; *Pick up where you left off* chips sit under Needs you. Smart insight closes with *Top customers* and *Below reorder point* side by side and the documents line. Cash Radar keeps its Timeline / Calendar switch; Apps keeps its shortcuts.
- **A quieter palette.** A new **Quiet** theme (Settings → Preferences) — a soft off-white ground, hairline rules, ink text and a single green accent, matching the new Home. And across Home, Cash Radar and Smart insight the old five-colour palette is retired: money in takes the accent, money out takes ink, and only genuinely late money keeps a warning tone.
- **Home, round two.** *Today* gains **Needs you** — the things that need a decision, as full sentences with a door each; *Cash Radar* shows what you're owed and what you owe mirrored left and right, aged, with the oldest first beneath and the week ahead; *Smart insight* opens on the year's four figures, revenue and expenses by month with the current month in green, **where the receivable sits** by age, and *Worth knowing* in plain sentences.
- **Home, quieter.** Four tabs instead of six — *Today · Cash Radar · Smart insight · Apps* — as words on a hairline; a centred greeting with the date; and the day band (Mind, Tasks & reminders, Agenda) without card chrome, divided by hairlines. Analytics and AI Insights are one tab now; the Activity feed moved to Settings → Activity log.
- **Users & Roles, next version.** People and Invitations on the smart table — search, sort, cards with the person's photo, last sign-in — Roles as cards with their people count, one calm header. And accounts can now be **deleted**: from the row menu, type the email to confirm; the person loses sign-in everywhere, their history stays on the documents they touched. The last super admin of a company, your own account, and people in companies you don't administer are protected.
- **Two filter traps closed.** Adding a rule in the Smart filter on Inventory → Returns, or on Customers and Vendors, could stop the page with an error. Fixed at the source, and the filter now cannot fail that way anywhere.
- **Dashboards on one shape.** Sales, Purchase, Inventory, Projects, Helpdesk, CRM, MRO, Manufacturing and People now open the way Accounting does: the one figure that matters, a sentence, a sparkline where there's a series, four quiet stats — then a chart or bars, and aligned lists. Every number is still there; the tiles are not.
- **The General ledger on the smart table.** Sort by date, entry, account, partner, debit or credit (never by the running balance — it only means something in order), search, choose columns, export, save views, and switch to cards; every line still opens its source document. Totals at the foot: debits, credits and the closing balance.
- **The Accounting dashboard, quieter and clearer.** One figure up top — net income — with a sentence, a sparkline of net by month and four quiet stats; revenue and expenses by month; *The balance* drawn as a picture (assets against liabilities, equity and net income on one scale, with the Dr/Cr detail beneath); recent entries with the type column fixed so the amounts line up; the most active accounts as bars.
- **Every list has its card.** Transfers, returns, adjustments, stock moves, contacts, recurring templates, inbound e-invoices, customers and vendors — the last lists to get cards that say what matters. There is no list left on the generic layout.
- **Cards for the rest.** Employees, leave requests, payroll runs, manufacturing orders (produced of planned as the wave), journal entries, leads, deliveries and receipts — each card says what that thing is about, in words. Deliveries and receipts also trade their tiles for the collapsible strip.
- **Eight quiet fixes.** Picking an emoji in a chat or project channel, a ticket's SLA badge, posting or cancelling an MRO withdrawal, adding a spare part, *Edit* from a customer's or product's row menu, and the branding card on Company Profile — each could stop with an error. All fixed.
- **More cards.** Requests for quotation, products and stock on hand now have cards that say what matters — quotes in of vendors asked with the deadline in words; SKU over name with the price; what's available, where, and whether stock is healthy.
- **Updates you can feel.** When a new version of Tamra goes live, the refresh button at the top gets a small green dot and a note appears once; click it and the app reloads into the new version — no hard refresh, no guessing whether you're on the latest.
- **The quieter look, everywhere.** Bills, purchase orders, quotations, sales orders, payments and expense claims now share the invoice page's calm: metric tiles as one collapsible strip, a single Smart filter holding every switch, and cards that say what matters — number over partner, the amount, the state in words, the paid share as a wave on bills, and the due, expiry or delivery date in plain words. Every other list gets the calmer card and the Smart filter automatically.
- **The Invoices page, quieter.** The four metric tiles as one strip you can collapse; one toolbar line — a search box and a **Smart filter** whose searchable menu holds every quick filter, the *Opening balances* and *Include archived* switches, and your own rules; Export inside the settings gear. Cards carry payment as a low wave filling the footer from the left. Lists always open as rows; a saved view can remember cards. Sidebar counts are gone.
- **Cards.** Every list can now be viewed as soft cards instead of rows — the toggle sits beside Export and is remembered per list. An invoice card shows the customer, the open amount, how much is settled as a small bar, the salesperson with their avatar, and *due in 3 days* or *12 days overdue* in words.
- **Scribe home, redesigned.** Pick up where you left off, calm space cards with a thin theme band, templates as chips, favourites and a proper activity timeline in a rail — with names on every entry — and a quiet library drawn into the corner.
## August 2026 — The connected workspace
- Scribe pages can set reminders on your calendar, and calendar tasks can open or create pages.
- Global search (⌘ K) finds journal entries, accounts, employees, manufacturing orders and tasks, with recent searches and quick actions.
- Home greets you with a prioritised *while you were away* and an agenda that surfaces overdue tasks.
- The document viewer annotates with editable text and highlights, and flips between attachments with the arrow keys.
- Faster everywhere: the app opens in two phases, modules switch without flashing, and Scribe opens straight to the right page.
## July 2026 — Tamra launches
- Seventeen modules on one set of books — sales, purchasing, inventory, accounting, manufacturing, POS, HR & payroll and more.
- Multi-company with intercompany and consolidated reporting.
- Country packs for the UAE and Angola, with compliant numbering and payroll rules.