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BSuit User Guide

Read in order when you are new to BSuit, or jump to the process you run. Every chapter names the roles involved, what must be set up first, each step and screen, what the system does as a result, and how to fix common problems. The page guides and data reference hold the field-by-field detail.

Printable edition (all chapters on one page)

Part 1. Getting started

Signing in, finding your way around, and working with records.

  1. Welcome to BSuit ERP
    Learn the workspace, navigation, search, and the safest way to begin working in BSuit.
  2. Navigation and global search
    Move quickly between modules, pages, and records with navigation and keyboard shortcuts.
  3. Work with lists and records
    Search, filter, create, edit, export, and safely manage records across BSuit.
  4. Approvals and workflow tasks
    Submit records, act on approval tasks, and understand status changes and audit history.
  5. Getting started with BSuit Smart
    The persona-based mobile/tablet app for point-of-sale, field, and self-service work — cashier, technician, warehouse, patient, student, and more.
  6. Campus Portal: one sign-in for students, teachers and parents
    What each kind of account sees after signing in to the Campus Portal, and which pages belong to whom.

Part 2. Administration and set-up

What an administrator configures, in the order it has to exist, before people can transact.

  1. Setting up BSuit for a new organisation
    What an administrator configures, in the order it has to exist, before people can record transactions.

Part 3. Business processes

End-to-end procedures across modules: who does each step, on which screen, and what the system records.

  1. Procure to pay: from requisition to supplier payment
    Request, source, order, receive, match the supplier invoice and pay — who does each step, on which screen, and what BSuit records.
  2. Order to cash: from opportunity to collected payment
    Win the deal, quote, order, deliver, invoice, receive and apply payment, and chase overdue customers.
  3. Inventory operations: transfers, adjustments, counts and batches
    Move stock between warehouses, correct quantities, run cycle counts, manage batches and expiry, and read stock reports.
  4. Service and support: tickets, SLAs, changes and warranties
    Log and resolve incidents and requests, meet SLAs, manage problems and change requests, and support customers through the portal.
  5. Record to report: journals, month-end and year-end close
    Post journals, reconcile banks, revalue foreign currency, run the close checklist, lock periods, close the year and produce the financial statements.
  6. Hire to retire: recruitment, onboarding, attendance, leave and exit
    Recruit through the careers portal, hire and onboard, manage attendance, shifts and leave, run appraisals, and handle resignations.
  7. Payroll: running, approving, posting and releasing payslips
    Set up salary structures and country packs, run payroll for a month, get it approved and posted to the ledger, and release payslips to employees.
  8. Travel and expenses: claims, approval and reimbursement
    Capture expenses with receipts, approve reports, mark them paid and post them to the ledger.
  9. Campus: academic set-up, admissions, teaching, results and fees
    Set up the academic structure, admit and enrol students, give portal access, mark attendance and marks, publish results and collect fees.
  10. Healthcare: from registration to billing
    Register patients, book appointments, consult and prescribe safely, order tests, and bill patients and insurers.
  11. Plant maintenance: preventive plans, work orders and technicians
    Plan preventive maintenance, run work orders from release to cost posting, work on the technician terminal, and handle breakdowns and compliance.
  12. IoT: onboard devices, ingest readings, alerts and commands
    Register devices and credentials, connect gateways, watch telemetry, set alert rules, work alerts and send commands to devices.
  13. Transport: book, rate, dispatch, deliver, settle trips and bill freight
    Set up rate cards, book and rate consignments, plan loads and dispatch, track and prove delivery, settle trip sheets, and bill customers and hired carriers.
  14. Agriculture: fields, crop cycles, livestock, automation, costing and harvest revenue
    Set up fields, crop types and livestock, run a crop cycle from planting to harvest, post costs and revenue to the ledger, and optionally automate irrigation and feeding.
  15. Restaurant: floor set-up, reservations, orders, kitchen tickets and billing
    Set up sections, tables, kitchen stations and modifiers, take reservations, run dine-in orders through the kitchen, settle the bill, and publish restaurants to the Food marketplace.
  16. Oil & Gas JV: wells, partners, AFEs, joint interest billing and cash calls
    Set up wells and joint-venture partners, approve AFEs, bill partners by working interest through a JIB, issue partner statements and collect cash calls.
  17. Hospitality: rooms, rate plans, bookings, check-in, folio and check-out
    Set up rooms and rate plans, book and amend reservations, check guests in and out, manage the guest folio, deposits and refunds, and keep the hotel calendar.
  18. Insurance: products, policies, premiums, claims and reinsurance
    Set up products and rating factors, quote and issue policies, bill and collect premium, handle claims from report to payment, and cede premium and recover claims under reinsurance treaties.
  19. Legal Practice: matters, time, billing, collections and client trust
    Open matters with a conflict check, set a fee arrangement, record time and expenses, bill and collect, hold client money in trust and reconcile it monthly.
  20. Plan to produce: BOMs, MRP, production orders and quality
    Define bills of materials and routings, run material requirements planning, convert the results to purchase requisitions or production orders, run the shop floor and inspect quality.
  21. Real Estate: listings, inquiries, viewings, offers and deals
    List a property, publish it, work inquiries and viewings, negotiate offers, reserve the listing by accepting an offer, and close the deal as sold or rented.
  22. Developer Studio: custom entities, forms, change requests, rules, notifications and audit
    Define custom entities and fields, design forms, promote schema changes through governed change requests, package low-code applications, and add business rules, notifications, form actions and audit policies.
  23. Idea to project close: intake, planning, delivery and billing
    Take a project idea through intake, create the project from a template, plan the WBS, budget and resources, track risks, issues and change orders, and bill and recognise revenue.
  24. Contract lifecycle: draft, sign-off, signature, milestones and payments
    Create a contract from a template, route it for sign-off, collect signatures, track obligations and compliance, handle variations, and post milestones and progress payments to finance.
  25. License Management: plans, license requests, signed keys and the license lifecycle
    Define license plans, produce a machine fingerprint request, issue a signed license key, activate it on a host, and renew, suspend or revoke client licenses.
  26. Lead to won deal: leads, pipeline, quotes and forecast
    Capture and score leads, convert them to accounts and opportunities, work the pipeline board, issue versioned quotes, win the deal into a draft sales order and read the forecast.
  27. Master Data Management: duplicate review, golden records, quality and relationships
    Scan products, suppliers and employees for duplicates, review candidates, record a reversible alias to a golden record, track data-quality scores and maintain enterprise relationships.
  28. Document control: folders, versions, approval, transmittals and retention
    Store documents in folders, control versions and check-out, move files through review and publishing, issue transmittals, share links and recover deleted items.
  29. Employee Engagement: kudos, awards, pulse surveys and suggestions
    Run peer recognition, formal awards, anonymous pulse surveys with aggregated results, and the suggestion box from submission to leadership response.
  30. Performance: goals, appraisal cycles, manager reviews and feedback
    Set up appraisal cycles, let employees keep goals and OKRs, review appraisals as a manager, give peer feedback and watch for feedback abuse.
  31. Workflow automation: templates, assignments, approvals and monitoring
    Design approval templates, attach them to record types and actions, work the approval inbox, delegate, automate follow-up actions and monitor bottlenecks.
  32. Integration setup: endpoints, flows, mappings, schedules and monitoring
    Connect BSuit to external systems with endpoints, flows, field mappings, schedules, webhooks and API keys, and operate the queue, dead letters and alerts.
  33. Product catalog: from taxonomies to a published product
    Set up brands, categories and groups, create products with prices, barcodes and packaging, map vendors and customers, and publish ready products to the storefront.
  34. Library operations: catalogue, circulation, reservations and fines
    Set up circulation rules, add copies and members, then issue, return, renew, reserve and settle fines at the circulation desk.
  35. HSE: permits to work, incidents and corrective actions to closure
    Authorise hazardous work with a permit, record incidents, raise non-conformance reports, complete and verify corrective actions, and close the loop.
  36. Reports and analytics: build, review, publish and schedule reports
    Build a report from a standard template or a data source, save it, move it through review and publication, schedule delivery by email, and watch metrics with KPI alerts.
  37. BSuit AI and AI Studio: set up, train, chat and extend
    Connect an AI provider, feed it your data, control what the AI user may do, use chat with confirmed actions, and understand how AI Studio’s Developer tools relate to it.

Part 4. Roles and access

Who can do what, and how access is requested, granted and reviewed.

  1. Roles and access: how permissions work
    How BSuit decides what each person can see and do, how access is requested and reviewed, and multi-factor sign-in.
  2. Permission Manager
    Configure role access to master entities, transaction record types, fields, and row scopes.
  3. Request temporary access
    Request time-bound access and understand approval, expiry, and separation-of-duties checks.

Part 5. Reference

Glossary and the complete page, report and data reference.

  1. Glossary
    Terms used across BSuit and this guide, in plain language.
  2. Page, report and data reference
    Where to find field-by-field detail for every screen, report, mobile screen and record type.
  3. Missing data, pages, or actions
    Diagnose common access, company, filter, module, and workflow issues before escalating.