Easy Guide for Every Module

Annoor Management System User Guide

This page explains how the website works in simple language. It covers the full site: login, inventory, store operations, work orders, staff tasks, client tracking, procurement, reports, feedback, and admin controls.

Signed in as Guest

8 main workflows

role-based menus

quick answers included

What This Website Does

The system combines inventory control, laboratory work tracking, client communication, procurement, reporting, and admin access in one place. Different users see different menus, but all work is connected through the same database.

9+ Main module groups used across the website.

6 Client-visible work stages from sample collection to dispatch.

1 Connected flow from request, to task, to report, to client delivery.

Important: the left menu changes by role. If you do not see a page mentioned in this guide, your account likely does not have permission for that section.

Getting Started

Staff, Accounts, Store, Manager, Admin, and Director users sign in from the main login page.
Client users sign in with the username created in Client Directory and are redirected to the client portal.
If you forget the password, use Forgot Password, receive the OTP by email, verify it, and create a new password.
The bell icon in the top bar is the notification center. New task assignments and system alerts appear there.
My Profile lets users update personal details like phone, email, and profile photo.
Help & Guide opens this page from both the main system and the client portal.
The website also includes PWA support, so it can be installed on supported devices for faster access.

Who Can Do What

Use this as a quick role map before reading the detailed module sections below.

Client

Can sign in to the client portal, track in-progress works, open finished reports, review payment progress, and update client profile details.

Staff

Can open My Tasks, receive assignment notifications, update test status, see issued tools in task history, and manage personal profile details.

Accounts

Can manage clients, create work orders, maintain the test and parameter catalog, record payments and expenses, and upload reports or purchase orders.

Store / Manager

Can manage inventory, issue and receive tools, run transfers, watch stock and calibration alerts, raise procurement requests, and review operational reports.

Admin / Director

Can access all major modules plus employee management, user management, approvals, activity monitoring, and system error logs.

Main Work Flow

This is the easiest way to understand how work moves through the website from start to finish.

1. Sample Collection

Samples or site work are received and the job moves into active processing.

2. Testing

Staff opens My Tasks and moves each assigned test through Pending, In Progress, and Completed.

3. Reporting

Reports, purchase orders, or other job documents are uploaded inside the work order.

4. Review

The Director or Manager reviews the drafted reports and performs any required corrections.

5. Payment

Payments, expenses, and job status are updated until the work is marked Completed or Closed.

6. Client Delivery (Dispatch)

Clients can view work progress, open uploaded reports, and access completed work history in the client portal.

Inventory and Asset Management

Use this area to control assets, consumables, calibration data, labels, photos, repairs, and lifecycle history.

Director, Admin, Manager, Store Incharge, Accounts, Staff

Open Assets List to search by asset code, machine code, serial number, item name, location, or status.
Filter inventory by Available, Issued, Under Repair, Scrapped, or Consumables and export the list to PDF.
Import assets from Excel or add a new item manually.
Create either a Fixed Asset or a Consumable with auto-generated item code format.
Store optional calibration code or old machine code for easier tracking.
Add location, lab, serial number, model, purchase details, calibration dates, range, accuracy, description, and low stock alert.
Use the AI description button to auto-fill item descriptions and standard notes.
Edit existing items, update condition and status, and append new stock for consumables.
Upload gallery photos, choose a primary image, or delete unwanted images.
Print barcode or label stickers directly from the asset detail page.
Review calibration records, certificates, invoices, repair logs, restock history, and full usage history.
Log damage discovery, repair vendor, repair invoice, repair action, and maintenance cost from Edit Asset.

Store Operations and Transfers

This area controls issue, return, transfers, receipts, branch movement, and store-side verification.

Director, Admin, Manager, Store Incharge

Issue tools or consumables to staff by selecting employee, work ID, issue date, and expected return date.
Search assets by code, machine code, serial number, or item name, or scan the QR/barcode using the built-in scanner.
Issue partial quantities for consumables and full units for fixed assets.
Review all currently issued works and open any issue record for return processing.
Receive items back, verify quantities and condition, and record damaged or incomplete returns.
Print return or issue receipts where needed.
Use Transfer Management to initiate branch or client transfers, approve or reject requests, dispatch approved shipments, and receive incoming deliveries.
Add courier name and tracking details for outbound transfers.
Initiate returns from destination branches and verify incoming return shipments.
Open full transfer history to search, audit, and export past transfer activity.

Clients, Work Orders, and Financial Updates

This module is used to manage clients, create work orders, control test services, update financials, and keep job files complete.

Accounts, Admin, Director

Open Client Directory to search clients, view client details, edit company data, and maintain contact persons.
Set the client portal username from the client page and reset the client password when required.
Review client business value, pending dues, and recent jobs from View Client.
Create a new work order with branch, site location, manual or auto work ID, expected completion, tests, parameters, GST, advance payment, and purchase order upload.
Use the live client search and quick Add New Client option during job creation.
Open Work Order Register to search and filter jobs by status or client.
Inside a work order, add or edit services, record payments with proof, update expenses with receipts, and change overall work status.
Upload job documents such as reports, purchase orders, or general files and link them to specific tests when needed.
Maintain the test catalog from Test Master by adding services, changing Active or Inactive status, bulk importing CSV files, and defining optional priced parameters.

Staff Assignment, My Tasks, and Profile

This workflow connects assignment, notifications, execution, and personal profile maintenance.

Staff, Manager, Admin, Director

Use Assign Work to open jobs that still have unassigned tests and assign one or more engineers to each test item.
Assigned staff receive a notification in the bell icon and can open My Tasks directly.
My Tasks shows pending, in-progress, and completed test items in one place.
Staff can update each test item status from Pending to In Progress to Completed.
The My Tasks module also shows store-issued items grouped by work and any damages reported by that staff member.
Staff can open My Profile to update phone number, email address, and profile photo.

Client Portal

Clients can follow job progress, review financial status, and open delivered reports without contacting the office each time.

Clients

Sign in to open In-Progress Works and see current jobs that are still active or recently completed.
Track progress with the 6-step order timeline from sample collection to dispatch.
View work location, start date, expected completion date, work status, total amount, paid amount, and pending balance.
Open uploaded reports, purchase orders, or general documents directly from the reports column.
Review completed jobs from Past Works and History.
Open the profile page for company or client account details.

Procurement and Vendor Management

Use procurement to request new purchases, collect vendor quotes, approve suppliers, and generate purchase orders.

Director, Admin, Manager, Store Incharge

Create a purchase request with item name, category, quantity, unit, description, and manager approval proof.
Track all requests from Procurement Dashboard with filters for request code, item, vendor, location, and status.
Open a request to send RFQ emails to selected vendor contacts in bulk.
Add manual bids with quoted price, brand, quality, grade, delivery date, quote file, and product URL.
Move requests through Open, Bidding, Approved, PO Generated, Renegotiation, or Rejected states.
Directors can approve a winning bid or send the request back for renegotiation with remarks.
Generate a purchase order after final approval.
Maintain Vendor DB with vendor profile, contacts, supplied item catalog, rating, remarks, and bidding history.

Dashboards, Reports, and Feedback

These pages help users monitor operations, export records, and collect client feedback.

Management, Store, Staff, Accounts

Open the main Dashboard to view operational KPIs such as total assets, issued assets, overdue returns, calibration overdue items, low stock, and total investment.
Filter dashboard insights by location, lab, category, date, and activity type.
Review alerts for calibration due soon, overdue returns, items under repair, and consumables below alert level.
Open Issued Assets History to search by work, staff, or asset, filter by location and dates, and download Excel.
Open Full Asset Life-Cycle Report to search and filter by status, location, or lab and export to Excel.
Generate secure client feedback links for completed jobs and share them through copy, WhatsApp, or message.
Review client feedback records and open full feedback details.
Use employee links from reports or history screens to inspect staff activity related to assets or issued tools.

Administration, Setup, and Monitoring

This area manages people, access, and system-level monitoring.

Admin, Director

Open Staff Directory to add employees, edit employee information, upload staff photos, set Active or Inactive status, and import staff from CSV.
Link employee records with login users and open employee profiles from the directory.
Open User Management to create login accounts, link them to employees, assign roles, set location access, change passwords, or delete login access.
Use Activity Monitor to see recent user actions such as login, create, update, and delete events.
Use System Error Logs to review recent application errors and see suggested fixes for common problems.

Common Tasks Step by Step

If you are new to the system, these are the most common real-life activities to follow first.

How to Create and Finish a Work Order

Go to Accounts > Client Directory to ensure the client exists.
Open Accounts > Create Job and select the Branch and Site Location.
Enter the Work ID and set an Expected Completion Date.
Search and add all required Test Services and specific parameters.
Enter commercial details like GST and Advance Payment, and upload the Purchase Order (PO).
Click Save Work Order. Then, go to Assign Work to allocate engineers to the tests.
Staff will complete their assignments from My Tasks.
Once work is done, open the job to record final Payments and Expenses.
Upload the Final Report and change the work status to Completed or Closed.

How to Issue Assets / Tools

Open Store Operations from the Store Dashboard.
Select the Issue Tools button.
Enter a valid Employee Name or ID and select the correct employee from the list.
Enter the Work ID associated with the job.
Select the Issued Date & Time and the Expected Return date.
Search for assets by name/code, scan the barcode, or select items from the list.
For consumables, type in the specific quantity you want to issue.
Click on Confirm & Issue Tools.
Confirm the action in the pop-up notification that appears.
You can view all current records in View Issued Works (located beside the Issue Tools button).

How to Return Assets

Open Store Operations and click on View Issued Works.
Locate the issued record and click the Return button.
Verify the quantities and the condition of the returned items.
If an item is damaged, record the details during return to maintain repair history.
Confirm the return to restore the asset status to "Available".

How to Transfer Assets Between Branches

Go to Store > Transfer Assets and click Initiate Transfer.
Select the Source Location and the Destination Location.
Search and add the Assets or Tools you wish to move.
Enter the Courier Name and Tracking ID for the shipment.
Click Dispatch Shipment to move the items to "In Transit" status.
The receiving branch must then open Transfer Management and click Receive.
After verifying the items, they click Confirm Receipt to finalize the transfer.

How to Buy Items (Procurement)

Go to Procurement > New Request and enter the item details (Category, Quantity, Unit).
Upload a document as Approval Proof and click Submit Request.
Open the request from the dashboard and click Send RFQ to email vendors.
Use Add Bid to manually enter quotes with Price, Brand, and Delivery Date.
The Director reviews all bids and clicks Approve Bid on the best option.
Once approved, click Generate PO to create the final Purchase Order for the vendor.

How to Onboard a New Employee

Open Staff > Staff Directory and click Add Employee.
Enter their personal info, designation, and location, then upload a photo.
Click Save to create the employee record.
If the employee needs log in -> Go to Admin > User Management and click Create User Account.
Select the new employee from the dropdown to link their identity.
Set a Username, secure Password, and assign their Role (Staff, Admin, etc.).
Define their Location Access and click Save User.

How to Restock Consumables

Go to Inventory > Assets List and search for your consumable.
Open the asset and click Edit Asset.
Under Add Replacement Stock, enter the new quantity being added and the unit cost.
Upload the Bill / Invoice for the new batch if available.
Click Update Asset Info. The stock will instantly increase, and the restock history is recorded.

How to Report and Repair Damaged Tools

Find the damaged item in the Assets List and click Edit Asset.
Change the Condition to Damaged.
Select the Employee who reported it, enter the Work ID, and add a Damage Note.
Upload a Damage Image and click Update Asset Info.
The tool is now "Under Repair". Once repaired, edit it again and change Condition back to Good.
Upload the Repair Invoice, enter the final cost, and save.

How Clients Track Their Work (Client Portal)

Clients sign in and land directly on In-Progress Works.
They can click any active job to see the 6-step progress timeline.
From the Action column, clients can click the Documents button to view uploaded POs and final Reports.
They can track total billing, advance paid, and pending balance directly on the dashboard.
Once fully closed, the job moves to the Past Works history tab.

How to Update Asset Calibration

Go to Inventory > Assets List and open the specific asset.
Scroll down to the Calibration Manager section.
Enter the Calibration Date, Next Due Date, Vendor, and Cost.
Upload the Calibration Certificate and the Invoice.
Click Save Record. The system will update the due dates and clear any overdue alerts.

How Staff Manage "My Tasks"

Staff should log in and open My Tasks from the dashboard or sidebar.
They will see a list of all tests assigned to them across different work orders.
They click Start to change a test status from Pending to In Progress.
Once the test is done, they click Mark Complete.
Staff can also see their Issued Tools and History directly from this screen.

How to Generate Client Feedback Links

Go to Reports > Client Feedback from the sidebar.
Locate the completed work order you want feedback for.
Click Generate Link to create a secure, one-time feedback URL.
Copy the link or send it directly to the client via WhatsApp/Email.
Once the client submits their rating and comments, it will appear in the Feedback dashboard.

How to Add a New Asset or Consumable

Go to Inventory > Add New Asset from the sidebar.
Choose whether it is a Fixed Asset or a Consumable.
Fill in the required fields like Name, Laboratory, Location, and Purchase Cost.
Use the Auto-Fill with AI button to quickly generate a professional description.
Click Save Asset. You can then upload photos from the Asset View page.

How to Track Job Payments & Expenses

Open the specific job from Accounts > Work Order Register.
Scroll down to the Payment & Expense Tracking section.
To add a payment, enter the amount received, select the method (Bank, Cash, UPI), upload the payment proof, and click Record Payment.
To add an expense, select the expense type (Travel, Materials, Courier), enter the amount, upload the receipt, and click Add Expense.
The system automatically recalculates the total paid, total expenses, and pending balance.

How to Manage Asset Profile Pictures

Open the asset from Inventory > Assets List.
Scroll down to the Photo Gallery section.
Upload your images using the Upload New Photos button.
Find the image you want as the main cover, and click Make Primary below it.
The image will get a gold star badge and become the primary thumbnail for that asset everywhere in the system.

How to Print Asset Barcodes

Go to Inventory > Assets List and locate the asset.
Open the asset by clicking Edit Asset or viewing its details.
Click the Print Barcode button at the top of the page.
Select your label size and the number of copies you want to print.
Attach the printed label physically to the asset for easy scanning later.

How to Update Your Own Profile & Password

Click on your Profile Avatar in the top-right corner of the top bar.
Select My Profile from the dropdown menu.
Here you can update your phone number, email address, and profile photo.
To change your password, click Change Password, enter your current password, and then your new one.
Click Save to confirm your changes.

Frequently Asked Questions

I cannot log in. What should I do?

Make sure you are using the correct username and password for your role. If you forgot your password, use Forgot Password, verify the OTP sent to email, and create a new password. If a staff member is marked Inactive, the system will block access until Admin reactivates the profile.

Why can I not see some menus?

The menu changes by role. Clients see only the client portal pages. Staff mainly sees My Tasks and My Profile. Admin, Director, Manager, Accounts, and Store roles see more modules depending on access level.

Where do I find uploaded reports or job files?

Accounts users can open the work order and view the Job Documents section. Clients can open the report button inside In-Progress Works or Past Works once documents are uploaded.

How do I know which tools are overdue or which stock is low?

Use the main Dashboard for alerts, open Issued Assets History for issue records, and open Asset Life-Cycle Report for long-term tracking. Low stock and calibration warnings are also shown in dashboard alert panels.

How do I update a client, employee, or user account?

Client details are updated from View Client. Employee details are updated from Staff Directory. Login usernames, roles, password changes, and location access are managed from User Management.

How do I add new tests or parameters?

Open Test Master from the Accounts area, create the test service or bulk import CSV rows, then open Params to add optional parameters and extra pricing.

What happens if a consumable reaches 0 stock?

Its status automatically changes from Available to Issued. Once you add replacement stock from Edit Asset, the system automatically corrects it back to Available.

Can I delete an asset if I make a mistake?

Currently, assets cannot be deleted to preserve historical data. If an item is lost or destroyed, edit it and change its status to Scrapped.

What is the difference between Fixed Assets and Consumables?

Fixed Assets (like machines or tools) are issued to staff and must be returned. Consumables (like chemicals or gloves) are consumed during work and are not returned; you manage them by adding replacement stock when quantities run low.

Why is an asset not appearing in the "Issue Tools" scanner or list?

An asset must have a status of "Available" to be issued. If it is already Issued, Under Repair, Scrapped, or is a Consumable with zero stock, it will be hidden from the issuance screen.

How do I reset a client's password?

Accounts or Admin users can go to Client Directory, open the View Client page, and click on "Reset Password". You can then set a new secure password for them to log into the client portal.

Can I undo a returned asset or a closed work order?

No, actions like returning an asset or closing a work order are final for auditing purposes. If an asset was returned by mistake, you simply need to issue it again.

Can I export lists to Excel or PDF?

Yes, most major lists (like Assets List, Issued Works History, and Full Asset Life-Cycle Report) have a "Download Excel" or "Export PDF" button at the top right of the data table.

What should I do if I see a System Error Log?

System error logs in the Admin section capture application bugs or database issues. You should read the "Suggested Fix" column and report the issue to your IT administrator with a screenshot.

How does the search scanner work for issuing tools?

The search box in Store Operations supports both manual typing and physical barcode scanners. Simply click inside the search box and scan the tool's QR or barcode to instantly select it.