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GBGX ERP

Owner's Manual
Operational Guide 6 Chapters · 19 Procedures 4 Portals

GBGX ERP
OWNER'S MANUAL

Every workflow, endpoint, and role-based operation — step by step. Structured for screenshot overlay: each dashed frame marks exactly where to insert a capture from the corresponding portal.

Document Type

Owner's Manual — Step-by-Step

Coverage

Setup → Procurement → Sales → Service → Reverse Logistics

Portals Covered

Admin ERP · Vendor · Employee · Customer

Contents
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How to Use This Manual

Legend

  • Highlighted text — a button, field, tab, or menu you interact with in the UI.
  • System — what the system does automatically after your action.
  • Role Switch — log out and continue as a different persona.
  • Screenshot — dashed frame marking where a capture is inserted.
  • Automated — backend process, no user action required.

Login Quick Reference

PersonaPortalInitial Credentials
COMPANY_ADMINAdmin ERPSet during system setup
WAREHOUSE_MANAGER (Central WH)Admin ERPSet during Entity provisioning (1.1)
DEALER (Branch)Admin ERPSet during Entity provisioning (1.1)
WAREHOUSE_STAFF / Employee/employee-portalIssued by administrator
VENDOR/vendor-portalSet during vendor onboarding (1.2)
CUSTOMER/customer-portalInitial password = registered phone number
01

Chapter 1 — Master Data & Network Setup

1.1 — Onboarding Entities

Company Admin Admin ERP Entities
Objective — Provision Warehouses and Dealers to generate their unique Tenant IDs and Admin logins.
1

Log in as COMPANY_ADMIN on the Admin ERP.

2

Navigate to Entities in the sidebar.

1.1-A — Entities list page
3

Click Provision Entity (top right).

4

Select Entity Type — e.g., WAREHOUSE or DEALER.

5

Enter the Entity Name (e.g., "Mumbai Warehouse").

6

Enter the Admin Email and Initial Password for the branch manager.

1.1-B — Provision Entity drawer filled
7

Click Save.

SystemThe system auto-generates a unique Tenant ID (e.g., WH-100B) and creates the admin login.
1.1-C — New entity with generated Tenant ID
The Central Warehouse option is automatically disabled if a Central Warehouse already exists — only one is allowed per network.

1.2 — Onboarding Vendors

Company Admin Admin ERP Vendors
Objective — Onboard external suppliers with strict GSTIN validation and provision their Vendor Portal access.
1

Navigate to Vendors in the sidebar.

2

Click Onboard Vendor.

3

Enter Legal Name, Tax ID (GSTIN), Contact Email, and Phone.

GSTIN must be exactly 15 characters (alphanumeric). Phone must be 10 digits.
1.2-A — Onboard Vendor form
4

Set the Initial Portal Password.

5

Set Status to APPROVED (if they can supply immediately).

6

Click Save.

SystemThe system creates the Vendor record, an Entity record, and a Vendor Portal login.
1.2-B — Vendor record created with APPROVED status

1.3 — Creating a Product (Quantity vs. Serialized)

Company Admin Admin ERP Products
Objective — Add items to the catalog with specific traceability rules.
1

Navigate to Products → New Catalog Item.

2

Enter Brand and Product Name.

SystemThe Parent SKU auto-generates.
1.3-A — New Catalog Item basic info
3

Select Traceability:

  • Quantity Based — bulk items (e.g., screws, oil).
  • Serialized — high-value items (e.g., Batteries, Motors). Forces serial number entry during sales/receiving.
  • Batch Tracked — items with expiry dates (FEFO).
4

If Serialized: enable Has Warranty and enter Warranty Months.

1.3-B — Traceability and warranty settings
5

Scroll down to Variants and add attributes (e.g., Color, Capacity). Enter Cost and Selling Prices.

1.3-C — Variants with attributes and pricing
6

Fitment Engine: link the part to specific EV Master Vehicles (Make/Model/Year) to ensure dealers only sell compatible parts.

1.3-D — Fitment Engine vehicle linking
7

Click Save Product.

1.3-E — Saved product detail with barcode
02

Chapter 2 — Procurement & Vendor Portal

2.1 — Creating an RFQ & Approving PO

Central WH Manager Admin ERP Procurement
Objective — Source parts from approved vendors.
1

Navigate to Procurement → Compare RFQs → New RFQ.

2

Select Variant SKU and Quantity.

3

Select target vendors from the dropdown (filtered by who supplies this SKU).

2.1-A — New RFQ form
4

Click Create & Send RFQ.

5

Vendor submits quote via Vendor Portal (see 2.2).

6

Admin returns to Compare RFQs and views the side-by-side quotes.

2.1-B — Side-by-side quote comparison
7

Click Approve & Create PO on the best quote.

SystemA Purchase Order (PO) is generated with status ISSUED.
2.1-C — Generated PO with ISSUED status

2.2 — Vendor Portal Overview & GRN Submission

Vendor Vendor Portal My Purchase Orders
Objective — Vendor fulfills the PO and dispatches goods.
1

Vendor logs into the Vendor Portal.

2

Navigates to My Purchase Orders and clicks Submit GRN on the issued PO.

2.2-A — Vendor Portal PO list
3

For Serialized Items: enter Serial Numbers and Manufacturing Dates manually or via CSV Upload.

2.2-B — Serialized GRN entry
4

For Batch/Quantity Items: enter Quantities, Batch IDs, and Mfg Dates.

2.2-C — Batch/Quantity GRN entry
5

Click Submit GRN & Dispatch.

SystemPO status changes to IN_TRANSIT.

2.3 — Receiving & Putaway Queue (Central WH)

Central WH Admin Admin ERP Procurement · Inventory
Objective — Receive stock into the facility and move it to live bins.
1

Central WH Admin navigates to Procurement.

2

Views PO as IN_TRANSIT; clicks Receive.

SystemPO status becomes RECEIVED. Stock sits in WH-1DE9-TRANSIT.
2.3-A — Receive action on IN_TRANSIT PO
3

Navigate to Inventory → Putaway Queue.

4

Select the destination Bin and assign to an Employee.

5

Click Assign.

2.3-B — Putaway Queue assignment
6

Employee executes Putaway via Employee Portal (see 5.1).

03

Chapter 3 — Warehouse Configuration & Live Ledger

3.1 — Warehouse Configuration (WMS Setup)

Central WH Admin Admin ERP Inventory
Objective — Generate the physical layout (Zones, Aisles, Racks, Bins).
1

Navigate to Inventory → WMS Setup Wizard.

2

Enter Warehouse Code (locked to tenant ID).

3

Enter number of Zones, Aisles per Zone, Racks per Aisle, and Bins per Rack.

3.1-A — WMS Setup Wizard inputs
4

Click Generate Layout to preview.

3.1-B — Generated layout preview
5

Click Confirm & Save.

SystemThe system bulk-inserts all locations (e.g., WH01-Z01-A01-R01-B01 hierarchy paths).

3.2 — The Live Ledger (Real-Time Quants)

Any Warehouse Role Admin ERP Live Stock
Objective — View real-time stock levels.
1

Navigate to Inventory → Live Stock.

2

View KPI cards: Total SKUs, Total Units, Reserved Units, Inventory Value.

3.2-A — Live Stock KPI cards
3

Expand an SKU row to view specific Bins, Serial Numbers, and Batch IDs.

3.2-B — Expanded SKU row detail
Note: -TRANSIT and -DAMAGED zones are completely hidden from this ledger to prevent parallax errors. Only physical, sellable stock is shown.

3.3 — Internal Transfers (Entity to Entity)

Multi-Role Branch → Central WH → Branch Transfers
Objective — Move physical stock between network facilities (e.g., Central WH to a Dealer).
1

Dealer logs in. Navigates to Transfers → New Transfer.

2

Selects Variant SKU, Quantity, and Source Entity (e.g., Central WH). Destination is locked to their own facility.

3.3-A — Create transfer request
3

Clicks Create Request.

SystemTransfer Request created with status PENDING_APPROVAL.
Role SwitchLog in as Central WH Admin.
4

Navigates to Transfers. Clicks Approve & Pick on the pending request.

SystemStock is reserved and a Pick Task is generated for the warehouse employee.
3.3-B — Approve transfer request
Role SwitchLog in as Central WH Employee on the Employee Portal.
5

Picks, packs, and dispatches the item (same flow as 5.1).

SystemTransfer status changes to IN_TRANSIT.
Role SwitchLog in as Dealer.
6

Navigates to Transfers. Clicks Receive Transfer.

SystemStock arrives in the Dealer's Transit zone.
3.3-C — Receive transfer
7

Dealer assigns a Putaway task to move the stock from Transit to a live Bin (see 2.3).

04

Chapter 4 — Sales, Service & Asset Lifecycle

4.1 — Dealer Sales Order & Finance

Dealer Admin ERP Sales
Objective — Sell items to customers, reserve stock, and generate invoices.
1

Dealer logs in. Navigates to Sales → Create Order.

2

Search Customer by 10-digit phone number; resolve multiple matches through the selection dropdown.

4.1-A — Customer phone search
3

Select Variant SKU. If serialized, select the specific Serial Number.

4.1-B — SKU and serial selection
4

Click Create SO.

SystemStock is reserved — available_quantity decreases, reserved_quantity increases.
4.1-C — Sales order created with reserved stock
5

Log Payment. Click Pack & Challan.

SystemDelivery Challan PDF is generated (partial/full payment and balance shown).
4.1-D — Payment and Pack & Challan
6

Click Deliver.

SystemStock is fully deducted. Invoice and Warranty are auto-generated.
4.1-E — Delivered order with invoice and warranty

4.2 — Finance & Credit Notes

Company Admin / Finance Admin ERP Finance
1

Navigate to Finance.

2

View Sales Invoices. Update physical invoice numbers if needed (to sync with GST books).

4.2-A — Sales invoices with number override
3

Under Credit Notes, issue a refund against a sales order with a reason.

4.2-B — Credit note issuance

4.3 — Asset Lifecycle Portal (Tracking Serialized Assets)

Any Admin Role Admin ERP Assets
1

Navigate to Assets → Lifecycle.

2

Enter a Serial Number or VIN.

4.3-A — Lifecycle search input
3

View the asset's full profile:

  • Movement History — Transfer, Putaway, Outbound.
  • Warranty Status — Active Expired Claimed Voided
  • Current Location.
4.3-B — Lifecycle result view

4.4 — Service Ticket & Vehicle Servicing

Service Center Admin ERP Service
1

Navigate to Service → New Ticket.

2

Select Customer and Asset (VIN/Serial). Enter complaints.

4.4-A — New service ticket wizard
3

Open the ticket. Go to Execute Repair.

4

Add Parts to the cart (select serials for serialized parts).

5

Add Labor Charges.

6

If claiming warranty for a defective part, tick Claim Warranty.

4.4-B — Execute Repair workbench
7

Click Close Ticket & Generate Invoice.

SystemParts are consumed from stock; invoice is generated; UI transitions to payment collection.
4.4-C — Closed ticket with invoice

4.5 — Auto Warranty Registration

Automated Backend Process
No user action required. When a Sales Order is marked Delivered, the system checks the Product Catalog. If has_warranty == True, it calculates the end date (Delivered Date + Warranty Months) and inserts a record into the warranties collection linked to the Customer ID and Serial Number.
4.5-A — Auto-generated warranty record
05

Chapter 5 — Portals (Employee & Customer)

5.1 — Employee Portal (Mobile Task Execution)

Warehouse Staff /employee-portal Mobile
Objective — Floor workers execute tasks on mobile devices.

Pick Tab

1

Employee logs into /employee-portal.

2

Open the Pick tab. Views bold location IDs (e.g., WH-100B-Z01-A01-R01).

3

Enters Bin → clicks Confirm Pick.

SystemStock moves to Transit.
5.1-A — Employee Portal Pick tab

Pack Tab

1

Open the Pack tab. Enters Box Number.

2

Clicks Pack.

5.1-B — Employee Portal Pack tab

Dispatch Tab

1

Open the Dispatch tab. Selects packed boxes, enters Vehicle Number.

2

Clicks Dispatch.

5.1-C — Employee Portal Dispatch tab

Putaway Tab

1

Open the Putaway tab. Views Transit → Bin mapping.

2

Clicks Confirm Putaway.

SystemStock moves to the live bin.
5.1-D — Employee Portal Putaway tab

5.2 — Customer Portal Operations

Customer /customer-portal
1

Customer logs in — initial password is their phone number.

2

Dashboard: views active vehicles, standalone assets (batteries), and warranty alerts (Expiring Soon / Expired).

5.2-A — Customer dashboard
3

Vehicles: views vehicle passport, downloads invoices, checks compatible parts.

5.2-B — Vehicle passport view
4

Service: raises a new service request directly.

SystemA Service Ticket is created in the backend.
5.2-C — Customer service request
06

Chapter 6 — Reverse Logistics (RTV & Scrap)

6.1 — RTV from Entity to Central Warehouse

Multi-Role Branch → Central WH
Objective — Branch sends defective item to Central WH for vendor return.
1

Branch Manager navigates to Assets → Lifecycle. Enters Serial.

2

Clicks RTV. Enters Reason.

SystemItem moves to {Entity}-DAMAGED. RTV Order created (PENDING_APPROVAL).
6.1-A — RTV action with reason
Role SwitchLog in as Central WH Admin (WAREHOUSE_MANAGER).
3

Navigates to Inventory → Warranty Approvals. Approves the RTV.

SystemTransfer Request created (APPROVED). Pick task generated from {Entity}-DAMAGED to {Entity}-TRANSIT.
6.1-B — Warranty Approvals page
Role SwitchLog in as Branch Employee on the Employee Portal.
4

Picks, packs, and dispatches the item (same flow as 5.1).

Role SwitchLog in as Central WH Admin.
5

Receives the transfer.

SystemItem moves to WH-1DE9-DAMAGED.
6.1-C — Transfer received at Central WH

6.2 — RTV from Central Warehouse to Original Vendor

Multi-Role Central WH → Vendor
Objective — Central WH sends item back to the external vendor.
1

Central WH Admin navigates to Assets → Lifecycle. Enters Serial.

2

Clicks Send to Vendor. Enters Reason.

SystemRTV Order created (PENDING_APPROVAL for Vendor).
6.2-A — Send to Vendor action
Role SwitchLog in as Vendor on the Vendor Portal.
3

Vendor Portal → Incoming Returns → clicks Approve Return.

SystemTransfer Request created. Pick task generated from WH-1DE9-DAMAGED to WH-1DE9-TRANSIT.
6.2-B — Vendor Incoming Returns approval
Role SwitchLog in as Central WH Employee on the Employee Portal.
4

Picks, packs, and dispatches the item to the Vendor.

6.2-C — Dispatch RTV item to vendor

6.3 — Scrapping Damaged Goods (Any Entity)

Warehouse Manager Admin ERP Damaged Goods
Objective — Permanently dispose of irreparable items.
1

Navigate to Inventory → Damaged Goods.

2

View items in the -DAMAGED zone.

6.3-A — Damaged Goods list
3

Click Dispose.

4

Enter Reason for Disposal.

5

Click Confirm Disposal.

SystemItem moves to VIRTUAL_LOSS and is permanently removed from all ledgers.
6.3-B — Dispose modal and confirmation