Folks BackOffice ERP

Folks BackOffice ERP is the side of the Folks ERP suite that owns travel reservations, operational fulfilment, approvals and the receivable-payable money flow. From a single hotel booking to a multi-service package invoiced and paid, it walks every booking through Reservation → Operations → Approval → Payments → Accounts.

Modules in this manual

The data flow at a glance

Authentication, roles and page conventions are identical across BackOffice and Inventory — the UM module is shared. This chapter focuses on the roles you'll actually meet on this side and the conventions you'll see on every screen.

2.1 Logging in

1. Open the FE URL. Login with username & password.
2. JWT issued; redirected to the role's DefaultPath.
3. Login.Status must be Active — Inactive / Blocked rows are admin-only.

2.2 Roles you'll meet

2.3 The page anatomy

2.4 Common conventions

• Booking refs are auto-generated. Leave the ref field empty when adding — the SP fills it in.
• IsActive flag. Master rows soft-delete; never physically remove a customer or supplier.
• UserID stamping. CreatedBy / ModifiedBy are filled from the JWT.
• Currency and pax. Every booking line carries a Currency and PaxType — the FE coerces on save.

UM is shared with the Inventory ERP — Login, Employee, Role, Workflow tables are identical. Treat this chapter as a reference. To modify UM you must coordinate with both products.

3.1 Login & RBAC chain

3.2 Tables you may need to know

The Reservation module is where the customer journey starts. ~34 tables, ~100 controllers, six service types feed a single Package Booking that downstream modules act on.

4.1 The seven sub-modules

• Customer & Agent Master — registration, reference types, billing info.
• Booking Intent — the central PackageBooking + BookingRequestIntend.
• Hotel — booking, room allocation, meal plans, guest-to-room mapping.
• Flight — multi-segment, airline, class.
• Tour — itinerary lines, guest participation.
• Visa — per-pax visa request with type.
• Transfer — per-leg with vehicle type and trip type.

4.2 The six service types

4.3 The end-to-end flow

Every booking is keyed to either a Customer (B2C) or an Agent (B2B). The CustomerORAgent table is the union; CustomerBillingInfo holds the invoice address; AgentDictionary holds agent-specific terms.

5.1 Add a Customer

1. Open Reservation → Customer Registration.
2. Enter Name, Type (Individual / Corporate), Contact, Country, Currency.
3. Add Billing Info (address, TRN/VAT) on the same screen.
4. Pick Reference Type (e.g. Walk-in, Online, Existing).

5.2 Add an Agent

1. Open Reservation → Agent Dictionary.
2. Capture commission %, credit limit, payment terms.
3. Save. Agents appear in the booking customer-picker with a special tag.

5.3 Reference Types

• Walk-in — quick capture without a full master.
• Online — came through a website link.
• Existing — repeat customer; pulls history.
• Agent — invoice goes to the agent, not the traveller.

Five concepts you'll see on every booking screen.

6.1 The Package shape

The hotel side has the richest data model — multiple rooms, dates, meal plans, and guest-to-room mapping. HotelDictionary is the master; RoomType and RoomDetails describe inventory; HotelMealPlans covers BB / HB / FB / AI.

7.1 Create a hotel booking

1. Open Reservation → Hotel Booking. Pick the package or start standalone.
2. Pick the Hotel (filtered by city via HotelDictionary).
3. Pick Room Type + Meal Plan; set check-in / check-out dates.
4. Add room lines (each line has #pax, #rooms, rate).

7.2 Map guests to rooms

Use Guest Hotel Booking Details to assign each GuestInfo row to a specific room — driver of vouchers and check-in lists.

7.3 Daily Hotel Pricing

If rate varies by date (high-season / low-season), open IndentViewer_DailyHotelPricing when Operations prepares the indent — this view shows the per-night price and is editable by ops.

Flight bookings can span many segments; each segment has an airline, class and pax assignment.

8.1 Concepts

• FlightBooking — header (booking ref, airline, total).
• FlightBookingDetails — one row per segment (origin → destination × date × class).
• FlightClass — Economy / Premium Economy / Business / First.
• Airlines / AirPort — masters via AirlinesDictionary.

8.2 Multi-segment example

Tours are itinerary-style. The header is one tour; the details are stops; GuestTourBooking tracks who actually takes the tour.

1. Open Reservation → Tour Booking. Pick the package.
2. Add the tour name and date range.
3. Add itinerary lines (Day 1 — sightseeing X, Day 2 — beach Y, etc.).
4. Tick which guests are participating in Guest Tour Booking.

9.1 Itinerary fields

Visa is per-pax. The header captures the destination + visa type; the details capture each applicant.

10.1 Visa types

10.2 Steps

1. Reservation → Visa Request. Pick destination country, visa type from VisaTypes.
2. Add applicant rows in VisaRequestDetails — passport no, expiry, nationality.
3. For group visas, multi-pax mapping flows through VisaRequestGuestDetails.

Transfers are per-leg — pickup and drop-off. TransferRequest is the header; TransferRequestDetails is each leg with vehicle type and trip type.

11.1 Trip types

• Arrival — airport → hotel.
• Departure — hotel → airport.
• Inter-city — hotel → hotel.
• Round-trip — both ways same vehicle.

11.2 Vehicle types

Maintained in VehicleType — Sedan / SUV / Mini-Van / Coach. Each carries a max-pax and base rate.

11.3 Example transfer

Operations picks up packages from Reservation, generates a per-service indent, prepares the quotation desk, and hands the package to Approval. Three controllers, ~13 tables, ~5 named pages.

12.1 The five sub-modules

• Booking Request Intent — auto-generated from a saved Reservation; the inbox.
• Indent Viewer — per-service views (Hotel pricing, Flight info, Tour, Visa, Transfer).
• Quotation Desk — rate prep, edits, turnaround time, remarks.
• Move-to-Quotation Desk / Quotation — promote bookings forward.
• Customer-or-Agent linkage — confirms billing recipient.

12.2 The flow

12.3 The four pages

Every saved Reservation creates a row in BookingRequestIntend via the SP BookingRequestIntend_Auto_Insert. This row is the operations team's to-do list.

13.1 What the inbox shows

13.2 Pick & act

1. Operations clicks a row from the inbox.
2. The BookingRequestIntend opens — service-by-service tabs (Hotel / Flight / Tour / Visa / Transfer).
3. Each tab is the Indent Viewer (Chapter 14) — read-only summary of what the agent booked.
4. Op clicks Move to Quotation Desk when ready.

Five SPs feed the Indent Viewer — one per service type. Operations uses these to verify the booking and prepare the indent.

14.1 What ops does in the viewer

• Verify hotel availability with the supplier.
• Confirm flight class / seat availability.
• Cross-check passport validity for visa applicants.
• Confirm vehicle availability for transfers.
• Adjust NetRate if supplier quote differs.

The Quotation Desk is where the per-line NetRate and SellRate get finalised before Approval sees them.

15.1 The desk fields

15.2 The screen

The handoff. The SP MovToQuotation_Insert creates a row in QuotationList with status Ready for Proforma; the booking moves out of Operations' inbox into Approvals.

1. From the Quotation Desk, click Move to Approval.
2. Confirmation modal — last chance to edit rates.
3. SP fires; the booking flips status Quoted → Submitted for Approval.
4. Approval inbox lights up.

What changes

• BookingRequestIntend.Status → Moved.
• New row in QuotationList.
• Inbox notification to approvers.

The Approval module turns a Quotation into a Proforma, chases the customer for confirmation, and on confirmation generates the Customer Invoice. Seven controllers, ~7 tables, four named pages.

17.1 The seven sub-modules

• Approvals Inbox — Quotation Ready for Proforma.
• Proforma Invoice Creation — promote quotation to proforma.
• Proforma Chase-up & Status Modify — track follow-ups.
• Customer Billing Info — invoice address, TRN/VAT.
• Customer Invoice Generation — create the legal invoice from approved proforma.
• Customer Invoice Payments & Details — line-level receivables tracking.
• Invoice List — central registry.

17.2 The flow

The Approval inbox is fed by the SP ApprovalsInbox_QuotationListReadyForProforma_Select. Each row is a quotation that Operations has handed over.

18.1 What you see

18.2 Approver actions

• Review — Open the QuotationViewer for full breakdown.
• Reject — Send back to Operations with a reason; status returns to Quoted.
• Move to Proforma — Generate the proforma invoice.

The Proforma is a draft invoice — it shows the customer the full price and the breakdown but is not yet a legal document. SP: Prepare_MovToProformaInvoice_Insert.

19.1 What goes on the proforma

19.2 PDF send

Generate the proforma PDF and email to the customer / agent. The action records a row on the chase-up list with timestamp.

Customers don't always confirm the same day. The Chase-up page tracks follow-ups — call notes, email sent, current status. SP: PerFormaChaseUpApproval_ModifyPerformaStatus_Update.

20.1 Chase-up rhythm

20.2 On Acceptance

1. Approver clicks Approve on the chase-up row.
2. Status flips to Accepted.
3. The Customer Invoice generation is unlocked (Chapter 21 / 23).

Once a Proforma is Accepted, the Customer Invoice (legal) is generated. The data flow is: ProformaInvoice → InvoiceList → CustomerInvoicePayments (for receivables tracking).

21.1 Invoice fields

21.2 Where it goes

Generated Invoices land in Payments → Invoice List for collection. The Approval team's job ends here; Payments takes over.

The Payments module is two-sided. Receivables handles customer invoice collections; Payables handles supplier vouchers. Both sides feed the Accounts Gateway.

22.1 The nine sub-modules

• Approved Proforma Inbox — quotations awaiting invoice generation.
• Generate Customer Invoice — from approved proforma.
• Customer Invoice Payment Collection — record incoming money.
• Invoice File Upload — attach signed PDF.
• Supplier Voucher Processing — payable side.
• Supplier Payment List — payables register.
• Supplier Invoice Payment Expense — expense allocation per supplier.
• Supplier Voucher Payment Details — line-level supplier payment.
• Supplier Voucher File Upload — attach PDF for audit.

22.2 The split

The Approved Proforma inbox in Payments is the same backing data as the Approval-side Approved list, but with the action Generate Invoice.

23.1 Steps

1. Open Payments → Approved Proforma Inbox.
2. Pick a row; click Generate Invoice.
3. SP PaymentsInbox_GenerateInvoice_InvoiceList_Insert creates the invoice header + lines + tax in one transaction.
4. InvoiceNo is allocated and PDF is generated automatically (server-side).
5. Invoice appears in Payments → Invoice List with status Issued.

23.2 What's reflected

• Proforma row marked Invoiced.
• InvoiceList row created with Total Due.
• InvoiceFileUpload row created with the PDF reference.
• Customer is emailed the invoice.

When a customer pays, you record the receipt. SP: CustomerInvoice_CustomerInvoicePaymentCollection_Insert.

24.1 The collection screen

1. Open Payments → Process Invoice Payment Collection.
2. Pick the open invoice (filtered by customer or invoice no).
3. Enter the payment — date, mode (Cash / Bank / Card / Cheque), amount, reference.
4. Save. SP creates a CustomerInvoicePayments row.

24.2 Partial payments

Multiple payment rows against one invoice are supported. The InvoiceList.Status moves Issued → Partly Paid → Paid as collection accumulates.

24.3 Push to Gateway

Saving the collection calls Payments_AccountsGateWay_Customer_Insert — a row appears in the Gateway queue ready for an Accountant to post (Chapter 30).

Suppliers (hotels, airlines, tour operators, visa agents, transport companies) bill us. The Voucher process captures, approves and pays them.

25.1 The voucher flow

25.2 The screens

25.3 Voucher fields

25.4 Push to Gateway

Saving the supplier payment calls Payments_AccountsGateWay_Supplier_Insert — Gateway queue updated; Accountant posts the PV in Chapter 30.

Both sides — Customer Invoices and Supplier Vouchers — keep their PDF artefacts. Two upload SPs handle the two flows.

26.1 What goes where

• Files live on disk; row in InvoiceFileUpload / SupplierVoucherFileUpload stores path + metadata.
• Auth — file path is never exposed; downloads go through controller with auth check.
• Retention — kept indefinitely; archive policy is a DBA concern.

The Accounts module is shared with Inventory ERP. Two-level chart: LedgerGroup (Asset / Liability / Equity / Income / Expense) parents Ledger; per-customer / supplier sub-ledgers sit under control accounts.

27.1 Chart for a BackOffice setup

27.2 Sub-ledgers

Each Customer or Agent appears as a Accounts_SubLedger under Customer Receivables; each Supplier as a sub-ledger under Supplier Payables. This is what feeds Aged Receivables / Payables (Chapter 29).

27.3 Domain Account Master

Accounts_DomainAccountMaster is the BackOffice-domain override of the chart — Inventory's POS-side ledgers don't show here, only travel-relevant ones.

Posting is two-step — Transaction header + many balanced TransactionDetails. Σ Debit = Σ Credit always.

28.1 Voucher types

28.2 Manual journal — example

Customer paid 4,468 cash for booking PB-2026-0042. Posted via Gateway, but the underlying journal looks like:

The Accounts Gateway is the bridge between Payments and the GL. It pushes Customer collections (RV) and Supplier vouchers (PV) into Accounts_Transaction via three named SPs.

30.1 The three SPs

30.2 The Gateway page

30.3 Posting a candidate

1. Click Post. The candidate is wrapped in an Accounts_Transaction with the appropriate VoucherType (RV for customer, PV for supplier).
2. Detail rows are produced: e.g. customer receipt → Cash Dr 4,468 / Hotel Revenue Cr 1,540 / Flight Revenue Cr 2,205 / Tour Revenue Cr 368 / Visa Revenue Cr 198 / Transfer Revenue Cr 157.
3. Gateway row marked Posted; new TransactionID stored back.
4. Released to Accounts_ReleaseLog — append-only audit.

Every long-lived row carries a status. This chapter is a quick-look table.

31.1 Notifications you'll see in the Inbox

• New Booking saved (Reservation → Operations).
• Quotation moved to Approval.
• Proforma due for chase-up.
• Invoice overdue (past due date).
• Accounts Gateway has un-posted candidates.