Netsona ERP · User Guide

Netsona ERP User Guide

A practical guide to using Netsona ERP for purchasing, inventory, sales, invoicing, work orders, approvals, payments, and reports.

Netsona ERP helps operations-heavy SMEs manage daily business records in one system, with workflow control from Netsona CORE. Users can key in records directly through normal ERP forms, or use AI-assisted review where work begins from emails, PDFs, photos, supplier documents, customer requests, or operational notes.

How Netsona ERP works Main modules Common user flows Important rules AI-assisted review Manual vs AI Need help?

How Netsona ERP works

Netsona separates two ways of starting work, but they end at the same place. Clean data goes straight into ERP forms. Messy input goes through AI-assisted review first. Either path produces controlled ERP records.

Clean data

Use normal ERP forms when the customer, item, quantity, and amount are already known.

Messy input

Use AI-assisted review when the starting point is an email, PDF, photo, scanned document, message, or rough note.

Final records

Invoices, purchases, GRNs, work orders, inventory items, payments, and reports remain controlled ERP records.

The standard flow
Messy input → AI-assisted review → Human checks and confirms → ERP draft or record → Approval if needed → Issue / post / complete → Reports and audit trail updated

Main modules

A short overview of each module. Click any module to see how it fits into the daily flow.

A. Dashboard
  • Overview of current business activity
  • Pending work and items waiting on you
  • Recent documents and recent activity
  • Key operational status at a glance
  • Treat the dashboard as your main home page after login
B. Contacts
  • Customers and suppliers managed in one list
  • Used across invoices, purchases, payments, pricing, and statements
  • Keep contact details clean to avoid errors later
C. Items / Inventory Master
  • The final clean list of stock-controlled or sellable items
  • Used by purchases, GRNs, sales, delivery, invoices, work orders, and inventory movements
  • Standard items are created before transactions
  • One-off and resale items may be created from a work order when ready for sale
D. Purchasing
  • Used for supplier purchases
  • Can start from manual entry or from supplier document review
  • Purchases may require approval depending on company rules
  • Purchase records connect to goods receiving and supplier balances
E. Goods Received Notes (GRN)
  • Used when goods are physically received
  • GRN confirms actual received quantity
  • Posting a GRN updates inventory
  • Over-receiving should be blocked or controlled
  • Reversal and correction should be manager-controlled
F. Inventory
  • Inventory is updated by posted movements, not by draft records
  • Stock in or out comes from GRN, delivery, work order output, stock adjustment, or other controlled posting
  • Inventory movements should be traceable to a source document
G. Sales
  • Quotations, sales orders, delivery orders, and invoices support the sales flow
  • Clean sales data can be entered manually
  • Customer requests or documents can be reviewed first before a draft invoice or sales order is created
H. Invoicing
  • Invoices can be created manually, from sales or delivery records, or from AI-assisted review
  • Review customer, line items, GST or tax, totals, and any credit notes before issuing
  • Issued invoices affect customer balances, statements, aging, and reports
  • PDF and email can be generated after the invoice is issued
I. Payments
  • Record customer receipts and supplier payments
  • Payments are allocated against open invoices or purchases
  • Keep payment date, method, reference, and amount accurate
J. Credit Notes
  • Customer credit notes and supplier credit notes adjust balances
  • Credit notes may be applied to open invoices or purchases
  • Unapplied credit stays available until it is applied
  • Review credit note impact before posting or applying
K. Work Orders
  • Used for operational work such as processing, repair, restoration, appraisal, resale preparation, inspection, or internal work
  • A Work Order is not automatically an inventory movement
  • When output is confirmed, it may create stock in, stock out, or reclassification depending on the output mode
  • For item-to-inventory flows, Ready for Sale prepares an inventory draft, then the user confirms Post to Inventory
L. AI Review / Intake
  • Used when work starts from messy input
  • Examples: supplier invoice PDF, customer email, WhatsApp text, item photos, operational note, delivery document
  • AI extracts details, summarises, flags missing information, and suggests next actions
  • AI does not issue, post, or approve records by itself
M. Approvals and Audit Trail
  • Approval rules may apply based on amount, role, missing info, exception flags, or business rules
  • Approvals stay inside Netsona CORE
  • Audit trail records who created, reviewed, approved, rejected, issued, posted, or changed records
N. Reports
  • Reports help review inventory, sales, purchases, AR and AP, payments, aging, and operational activity
  • Report accuracy depends on proper posting and clean source records

Common user flows

Step-by-step guides for the daily operations.

Flow 1. Create an invoice manually

1
Go to Sales / Invoices
2
Click New Invoice
3
Select the customer
4
Add line items
5
Check GST or tax and totals
6
Save draft
7
Issue the invoice
8
Generate or send the PDF if needed

Flow 2. Create an invoice from review

1
Open Create Invoice from Review
2
Upload or paste the customer request, document, or message
3
Wait for the review result
4
Check extracted customer, line items, amount, tax, and notes
5
Create the draft invoice
6
Approve if required
7
Issue the invoice

Flow 3. Supplier invoice or purchase review

1
Submit the supplier document through review or intake
2
AI extracts supplier, invoice number, date, items, amount, and tax
3
Check for missing info, duplicate invoice, or mismatch
4
Create a purchase draft
5
Approve or post according to your company process

Flow 4. Receive stock with GRN

1
Open the related purchase
2
Create a GRN or receive goods
3
Enter actual received quantities
4
Check mismatch warnings
5
Post the GRN
6
Inventory updates through a traceable stock movement

Flow 5. Work Order to inventory

1
Create or open the Work Order
2
Update notes, photos, status, cost, and work done
3
Mark Ready for Sale when work is complete
4
Review the prepared inventory draft
5
Confirm item name, category, cost, selling price, location, and photos
6
Click Post to Inventory
7
System creates or updates the inventory item and stock movement

Flow 6. Apply a credit note

1
Create or open the credit note
2
Check customer or supplier and amount
3
Apply to an open invoice or purchase if applicable
4
Confirm balance impact
5
Save or post according to the rules

Flow 7. Record a payment

1
Open Payments or the relevant customer or supplier record
2
Enter payment details
3
Allocate to an open invoice or purchase
4
Save the payment
5
Check the remaining balance

Important rules

Keep these in mind across every module.

  • Draft records do not always affect reports or stock until they are issued or posted.
  • Inventory changes only when a stock movement is posted.
  • AI suggestions must be reviewed before final records are created.
  • Approval may be required before issuing or posting some records.
  • Work Orders are operational records, not stock movements by themselves.
  • Ready for Sale prepares inventory output. Posting to inventory confirms it.
  • Clean contacts and item masters reduce downstream mistakes.
  • Audit trails should not be bypassed.
  • If something is wrong after posting, use the correction or reversal flow instead of editing history.

AI-assisted review explained

AI helps prepare work, but users stay in control.

Netsona uses AI to help review documents, emails, photos, and notes. AI can extract fields, summarise issues, suggest categories, flag missing information, and prepare drafts. It does not replace human review, approval, issuing, posting, or accounting and stock control.

Examples

  • Supplier invoice PDF becomes a purchase draft
  • Customer email becomes an invoice draft
  • Item photos and notes become an appraisal or work order review
  • Delivery document becomes a receiving or delivery review
  • Operational note becomes a workflow item

When to use manual forms vs AI review

Manual form

Use when you already know the correct customer, item, quantity, amount, and document details.

AI review

Use when the starting point is messy, such as a PDF, email, scan, photo, WhatsApp message, or rough note.

Final record

Both paths lead to the same ERP records after user confirmation.

Need help?

If you are unsure which flow to use, send us a message below and we will help you review the right workflow. Including the ERP record number or workflow item number speeds up the response.

You can also reach the team at support@netsona.com.