Welcome to Goju Cloud

Your complete business management platform. This guide covers every feature from daily operations to advanced financial reporting — written for ordinary business users.

Savings & Loans POS & Commerce Inventory Human Resources Finance & Reporting Multi-Branch

What is Goju Cloud?

Goju Cloud is a cloud-based Enterprise Resource Planning (ERP) system designed for Tanzanian businesses of all sizes — from small retail shops to multi-branch financial institutions. It combines savings and loan management, point-of-sale, inventory control, human resources, full accounting, and intelligent agency banking into one unified platform.

Quick Navigation

Step 1 — Logging In

1. Open your browser and go to your Goju Cloud URLYour system administrator will provide your organization's unique web address, for example: app.yourcompany.com
2. Enter your email address and passwordUse the credentials provided by your branch manager or IT administrator when your account was created.
3. Complete OTP verification (if enabled)If your account has two-factor authentication enabled, you will receive a one-time PIN via SMS or email. Enter this PIN to proceed.
4. Verify your device (first-time login, if Device Trust is enabled)If your Tenant Owner has turned on Device Trust, logging in from a device the system hasn't seen before puts you on a "waiting for approval" screen until an administrator approves it — see Profile & Security.
5. You are now logged inYou will be taken to your branch dashboard, which shows your today's financial summary.

Step 2 — Select Your Active Branch

If you manage multiple branches or have been assigned to a specific branch, you must activate the correct branch before performing any transactions. Look for the branch switcher at the top of your dashboard and select the correct branch from the dropdown.

Step 3 — Understand Your Role

Your view of the system depends on your role. The three main user types are:

Step 4 — Explore the Menu

The top navigation bar contains all your modules. On a desktop, the menus appear horizontally at the top. Click any menu to expand its sub-items. The menu you see depends on your assigned permissions.

The Three-Level Structure

Goju Cloud is built around three levels of access, each with its own set of menus and capabilities.

Main Navigation Menus (Branch Level)

Self-Service Features (All Users)

Regardless of your role, every logged-in user has access to their own personal area:

• My Profile — Update your name, phone number, and profile photo
• My HR Profile — View your employee record (password protected)
• My Accounts — View your personal financial accounts
• My Payslips — Download your salary payslips as PDF
• My Attendance — Clock in/out and view your attendance history
• Security Settings — Enable/disable OTP, manage trusted devices

Overview

The Dashboard is the first screen you see after logging in. It gives branch managers and staff an instant overview of the day's activity, outstanding balances, and business performance at a glance.

Key Metrics Displayed

Dashboard Charts

• Income vs Expenses Chart — A bar chart comparing revenue and spending for the current period
• Sales Trend — A line chart showing daily/weekly sales volume
• Savings Portfolio — Total customer savings balance over time
• Loan Portfolio — Outstanding loan balance and repayment trend

How to Interpret the Dashboard

Overview

Your profile page is where you update your personal details (name, phone, email, photo, password) and control the security features that protect your own login — two-factor verification (OTP), trusted devices, and the automatic inactivity screen lock. Only you can see and change your own settings; a manager cannot change your password for you, though a Tenant Owner or SaaS Admin can reset a forgotten one.

Navigation

Click your name or avatar in the top-right corner of any screen → My Profile. Direct URL: /profile.

Concepts

Screen Walkthrough — My Profile

Two-Factor Authentication (OTP)

From your profile page, open the Security tab. Two independent controls live here:

• Enable/Disable 2FA — a toggle switch. Clicking it opens a confirmation box asking for your current password before the change takes effect (so someone who is already logged in at your desk cannot silently turn your protection off).
• OTP Delivery Channel — a separate card with two radio options, SMS and Email, plus a "Save Channel" button. You can change this independently of turning 2FA on or off, so you can switch channels without disabling protection first.

Trusted Devices (Tenant Owner)

This control is only visible to the Tenant Owner. When Device Trust is switched on (again requiring your password to confirm), every staff member's first login from a device the system has not seen before is held for approval. The staff member sees a "waiting for approval" screen; the Tenant Owner reviews and approves or denies the device from the same Security area. Denying a device immediately signs that pending session out with the message: "Your device access request was denied by the administrator..."

Screen Lock & Password Re-Confirmation

The system automatically locks your screen after a period of inactivity. To unlock, simply enter your password again — you are not signed out, and any unsaved form data on other tabs is preserved.

Separately, a handful of especially sensitive pages — My HR Profile, My Accounts, and My Payslips — ask you to re-confirm your password every time you open them, even if you unlocked your screen a moment ago. This is intentional: these pages show personal salary and account information, so the system never assumes a recent unlock is enough.

Step-by-Step — Changing Your Password

1. Open My ProfileClick your name in the top-right corner.
2. Scroll to Change PasswordEnter your current password, then your new password twice.
3. Click Save ChangesIf the current password is wrong, correct it and save again.
4. You stay logged inYour existing session continues; use the new password the next time you log in.

Troubleshooting

Overview

My Area exists so staff do not have to ask HR or a manager for information about their own employment. If your user account is linked to an Employee record, you automatically get access to the five self-service pages below. If you see "No Employee Profile Linked," ask HR to link your login to your employee record.

Navigation

Click your name in the top-right corner to reach: My HR Profile, My Accounts, My Loan, My Payslips, and My Attendance.

Step-by-Step — Applying for a Staff Loan

1. Open My LoanClick your name → My Loan.
2. Click Apply for LoanOnly available if you have no active loan application in progress.
3. Enter the amount you want to borrowExample: Neema Joseph requests TZS 600,000.
4. Enter your proposed monthly deductionExample: TZS 100,000 per month — the system will use this to work out how many payroll cycles the loan will take to repay.
5. Choose a start date and (optionally) state a purposeExample purpose: "School fees for children."
6. SubmitYour request enters the same approval queue HR uses for loans they create directly, with status Pending.

Step-by-Step — Clocking In and Out (My Attendance)

1. Open My AttendanceClick your name → My Attendance. You'll see a live clock and today's status.
2. Click Clock InRecorded instantly using the server's time — there is no location or photo check, so use it honestly.
3. Work your shiftIf you clock in after your shift's start time plus its grace period, you are marked late for that day.
4. Click Clock Out at the end of your shiftThe system calculates hours worked and any overtime automatically.

Troubleshooting

Related Topics: Profile & Security Employees Staff Loans Payroll Attendance

Overview

A Goju Cloud account (called a Tenant) belongs to one business — for example, "Moshi Hardware" or "Kilimanjaro Pharmacy." Every tenant gets its own isolated data, its own branches, its own chart of accounts, and its own staff logins, invisible to every other tenant on the platform.

Screen Walkthrough — The Sign-Up Wizard

Visiting the public sign-up page walks you through four steps:

1. Choose a PlanPick a subscription plan card — each shows its price, billing interval, and the number of users, branches, and storage it includes.
2. Business DetailsEnter your company name, phone number, email address, and city, plus your first branch's name, location, phone, and email.
3. Your AccountEnter your own name, login email, and a password (with a live strength meter). This becomes your Tenant Owner login.
4. Review & LaunchCheck the summary of everything you entered, accept the terms, and click "Launch My Business."

What Happens Behind the Scenes

Once sign-up is fully live, submitting the wizard will automatically: create your tenant and first branch, build your starting chart of accounts, register you as both the Tenant Owner and the first HR employee, and take you to the payment page to activate your subscription. Until then, new accounts are provisioned by the Goju Cloud team using the same underlying setup — the only difference is that your subscription is marked active and paid immediately, with no checkout step.

FAQ

Concepts

Navigation — Organization → Subscription

The Tenant Owner can view billing information at Organization → Subscription:

• Subscription History — every subscription your business has ever had, with its plan and dates.
• Organization Profile — your business name, phone, email, city, logo, and an optional announcement banner shown to your own staff; plan and usage metrics (staff count, branch count, active plan, plan price) are shown alongside it. The Tenant Owner can edit these details and upload a new logo at any time (requires the settings-edit permission).
• System Status Toggle — the Tenant Owner can temporarily take their own organization offline for all staff except themselves (for example, during a data clean-up). This is separate from Goju Cloud's platform-wide maintenance mode.

How Online Payment Works

When a payment is required (for example, during self-service sign-up once it is live), Goju Cloud uses Snippe, a Tanzanian payment gateway, to process the transaction securely — Goju Cloud never stores your card or mobile money PIN.

1. Checkout PageShows your plan, billing interval, and price in TZS. Choose Card Payment (Visa, Mastercard, debit cards — instant) or Mobile Money (M-Pesa, Airtel Money, HaloPesa, Mixx — a USSD push to your phone).
2. Enter your phone number (Mobile Money only)Example: +255 7XX XXX XXX. You will receive a USSD prompt on this number.
3. Confirm the paymentCard payments redirect you to a secure Snippe payment page. Mobile money payments show a "waiting for confirmation" screen while you approve the USSD prompt on your phone.
4. Payment confirmedOnce Snippe confirms the payment, your subscription is automatically activated — you do not need to do anything else.

Troubleshooting

Related Topics: Creating Your Account Branches

Overview

The Savings module manages your customers' savings accounts. Every deposit and withdrawal is automatically posted to the general ledger as a double-entry transaction, creating a complete and auditable financial record.

Key Features

• Open and manage individual savings accounts per customer
• Deposit and withdraw funds with immediate GL posting
• Generate individual account statements
• View a complete savings portfolio report across all accounts
• Send balance SMS alerts to customers
• Reverse incorrect transactions
• Assign accounts to specific staff members
• Repay loans directly from a savings balance

How to Make a Deposit

1. Go to Savings & Loans → Customer SavingsThe savings index shows all accounts for your branch with current balances.
2. Click "Deposit" in the top toolbar or find the customer's accountYou can search by customer name, account number, or phone number.
3. Fill in the Deposit FormSelect the customer's savings account, enter the amount, choose the source (cash or bank), and add any notes.
4. Submit the formThe system posts a transaction: Debit Cash/Bank → Credit Savings Liability. The customer's account balance updates immediately.
5. Send an SMS receipt (optional)Click "Send Balance SMS" on the account to notify the customer of their updated balance.

How to Process a Withdrawal

1. Go to Savings & Loans → Customer SavingsFind the customer's account using the search function.
2. Click "Withdraw"Select the account and enter the withdrawal amount. The system checks that the account balance is sufficient.
3. Confirm the withdrawalThe system posts: Debit Savings Liability → Credit Cash/Bank.

Account Statement

To view a complete history of all deposits and withdrawals for a specific customer account:

1. Go to Customer Savings
2. Click on the account or click Statement
3. Select the date range and click Generate
4. The statement shows every transaction with a running balance

Savings Portfolio Report

The portfolio report shows a summary of all savings accounts: total deposits, total withdrawals, current balances, and account counts. Go to Savings → Report to access this view. You can filter by date and export to PDF.

Reversing a Transaction

If a deposit or withdrawal was made in error, you can reverse it. Go to the account statement, find the transaction, and click Reverse. The system creates an equal and opposite journal entry, restoring the previous balance.

Staff Data Isolation

By default, branch staff can only see savings accounts assigned to them or unassigned accounts. Staff with the savings-view-all permission can see every account in the branch. Branch owners see all accounts automatically.

Best Practices

• Always verify the customer's identity (national ID or account number) before making a deposit or withdrawal
• Send an SMS balance confirmation to the customer after every transaction
• Never process a withdrawal that would make an account go below TZS 0
• Reconcile your cash float against posted deposits and withdrawals at end of day
• If a customer asks to repay a loan from their savings, use the Repay from Savings feature rather than withdrawing and re-depositing separately

Frequently Asked Questions

Overview

The Loans module manages the full lifecycle of customer loans — from issuing a new loan to tracking repayments and clearing completed loans. All transactions automatically post to the general ledger.

Loan Lifecycle

How to Issue a Loan

1. Go to Savings & Loans → Customer LoansThe loans index lists all active loan accounts with outstanding balances.
2. Click "Issue Loan"The loan issue form opens. Select the customer, choose or create their loan account, enter the loan amount, interest rate, and repayment terms.
3. Submit the formThe system creates the loan account and posts: Debit Loan Asset → Credit Cash/Bank (disbursement goes out).

How to Record a Repayment

1. Go to Savings & Loans → Customer Loans → RepayFind the customer's loan account.
2. Enter the repayment amountThis can be a partial or full repayment. Select the payment source (Cash or Bank).
3. SubmitThe system reduces the loan balance and posts: Debit Cash → Credit Loans Receivable.

Repay from Savings

A customer can repay their loan directly from their own savings balance without physically withdrawing cash. On the loan account, click Repay from Savings, select the savings account, and confirm. The system transfers the amount internally.

Clearing a Loan

When a loan is fully repaid, click Clear Loan on the loan account. This marks the account as closed in the system. The outstanding balance must be zero to proceed.

Loan Portfolio Report

Go to Customer Loans → Report to see a summary of all loan accounts: total issued, total collected, total outstanding, and overdue accounts. Filter by date, customer, or status.

Account Statement

Every loan account has a detailed statement showing each disbursement and repayment with dates, amounts, and the running outstanding balance.

Best Practices

• Always confirm the customer's identity before issuing a loan
• Use the SMS Balance feature to remind customers of their outstanding balance
• Review the portfolio report weekly to identify overdue accounts
• Assign a staff member to each loan account for accountability

Overview

The POS Terminal is designed for retail staff at the counter. It supports barcode scanning, flexible payment methods, and handles all three inventory tracking modes — standard, batch, and serial — automatically.

Starting a Sale

1. Go to Commerce → POS TerminalThe terminal opens with an empty cart on the right and a product search area on the left.
2. Scan a barcode or search for a productType the product name or barcode, or use a USB barcode scanner connected to your computer. The system checks the product's tracking mode automatically.
3. Set quantity and confirmFor standard products, enter the quantity. For batch-tracked products, the system suggests the best batch (FEFO — First Expiry, First Out). For serial-tracked products, scan or select the specific unit's serial number.
4. Apply discounts (if applicable)You can apply an item-level or cart-level discount.
5. Select payment method and checkoutChoose: Cash, Bank Transfer, or Mobile Money. Enter the amount paid. The system calculates change automatically.
6. Complete the saleThe system deducts stock, posts the GL entries, and prints/displays the receipt.

Handling Batch-Tracked Products

For products like medicines, food, or chemicals that have expiry dates, the POS uses FEFO (First Expiry, First Out) to automatically suggest which batch to sell first. A popup will show the recommended batch — you can confirm or choose a different batch.

Handling Serial-Tracked Products

For products like electronics, phones, or appliances with serial numbers, the system asks you to scan or enter the specific serial number being sold. Each serial is tracked individually and cannot be sold twice.

Customers on the POS

You can link a sale to a specific customer for record-keeping. Use the customer search on the terminal before completing checkout. This helps build a customer purchase history.

Reversing a Sale

If a sale was made in error or a customer returns goods:

1. Go to Commerce → Sales History
2. Find the sale by date, amount, or reference number
3. Click Reverse
4. The system restores the stock and reverses all journal entries

Best Practices

• Use a barcode scanner for speed and accuracy — manual entry increases error risk
• Always confirm the amount tendered before pressing checkout
• Never leave the POS terminal logged in unattended
• Reconcile your cash drawer against POS totals at the end of each shift

Go to Commerce → Sales History to see every sale made at your branch. You can filter by date, amount, cashier, customer, and payment method. Click any sale to view its full receipt including all items, quantities, and journal entry reference.

Sales Report

Go to Commerce → Sales Report for an aggregated view of sales performance over any period. The report includes:

• Total sales amount
• Number of transactions
• Average sale value
• Top-selling products
• Sales by payment method
• Sales by cashier

The report can be exported to PDF for management review.

Overview

The Invoice module manages Accounts Receivable — money owed to your business by customers who have received goods or services but not yet paid. Unlike POS sales (which are paid immediately), invoices allow credit sales with payment due later.

Invoice Status Workflow

How to Create an Invoice

1. Go to Commerce → Invoices → Create InvoiceThe invoice form opens with a header section and a line items table.
2. Fill in the headerSelect the customer, choose an invoice date, set the due date, and add any reference notes.
3. Add line itemsAdd each product or service, enter the quantity, unit price, and whether VAT applies. Totals are calculated automatically.
4. Save as Draft or Submit for ApprovalA draft can be edited. Submitting sends it to the approver queue.
5. Approver reviews and approvesStaff with the invoice-approve permission can approve or reject the invoice.
6. Post to GLOnce approved, a staff member with invoice-post permission clicks Post. This creates the GL entry: Debit Accounts Receivable → Credit Revenue.
7. Record payment when receivedWhen the customer pays, click "Record Payment", choose the amount and payment account. The system posts: Debit Cash/Bank → Credit Accounts Receivable.

Invoice Status Badges

AR Aging Report

Go to Commerce → Invoices → Aging Report to see all outstanding invoices grouped by how long they have been unpaid: 0-30 days, 31-60 days, 61-90 days, and 90+ days. This is essential for chasing overdue payments. Click Explain with AI on this report for a plain-language summary of your collection risk — see Explain Reports with AI.

Print and PDF Export

Any posted invoice can be printed or exported as a PDF to send to the customer. Go to the invoice detail page and click Print or Export PDF.

Best Practices

• Always set a realistic due date and follow up before it passes
• Review the AR Aging Report weekly to catch overdue invoices early
• Never cancel a posted invoice without management approval — use reversal instead
• Reconcile your total Accounts Receivable against the AR Aging Report monthly

What the Inventory Module Does

The Inventory module is the single source of truth for everything your business holds in stock. Every movement — purchasing, selling, adjusting, or transferring — is recorded automatically, along with the corresponding accounting journal entry. No stock can enter or leave without a traceable record.

Tracking Modes — Choose the Right One for Each Product

Inventory Dashboard

Go to Inventory → Dashboard for a live overview of your stock position. The dashboard shows:

• Top-moving products — the products that moved the most units this month
• Recent stock movements — a live feed of the last purchases, sales, and adjustments
• Low stock alerts — click any item to go directly to its product page or create a purchase order
• Inventory log — go to Inventory → Inventory Log for a full, filterable record of every stock movement across all products

Viewing and Searching Products

Go to Inventory → Products. The product list shows all products with their current stock quantity, selling price, and status. Use the search box to find by name or SKU. Use the category filter to narrow by product type. Use the tracking type filter to show only batch or serial products.

Product Fields

Adding a New Product

1. Go to Inventory → Products → Add ProductThe product creation form opens.
2. Fill in name, SKU, category, and pricingAt minimum, a name and selling price are required. Add a barcode if you use a scanner at the POS.
3. Choose the Tracking TypeSelect None (standard), Batch, or Serial. This choice is permanent once stock exists for the product.
4. Set the Minimum Stock thresholdThis is the quantity below which the system warns you to reorder. Set it based on how long a restock takes — typically 1–2 weeks of usage.
5. Save the productThe product is now active and appears in the POS terminal and purchase orders.

Editing a Product

Click any product row to open the product detail page. Click Edit to modify name, pricing, minimum stock, or category. You cannot change the tracking type if stock movements exist.

Product Categories

Go to Inventory → Categories to create and manage product categories. Categories appear in product filters, the inventory overview report, and the POS terminal product browser. Keep categories broad (Electronics, Food, Medicine) rather than too specific.

Best Practices

• Use a consistent SKU format (e.g., MED-001, ELEC-022) so searching is predictable
• Enter barcodes for all products you sell frequently — it makes POS checkout much faster
• Set minimum stock levels before you go live — low stock alerts are only useful if the threshold is realistic
• Deactivate products you no longer carry instead of deleting them — deletion removes the history

What is a Batch?

A batch (also called a lot) is a group of units of the same product that were produced or received together and share the same expiry date. Every time you receive batch-tracked stock, you record the batch number and expiry date. The system tracks each batch separately and knows exactly how many units remain in each batch.

FEFO — First Expiry, First Out

When a batch-tracked product is sold at the POS terminal, the system automatically selects the batch with the earliest expiry date. This prevents older stock from sitting unused while newer stock is sold. The cashier sees a recommendation on screen and should follow it unless there is a specific reason not to.

Managing Batches

Go to Inventory → Batches to see all batches across all products. The batch list shows each batch with its product name, batch number, expiry date, quantity remaining, cost price, and status (Active / Expired / Exhausted).

Adding a Batch Manually

1. Go to Inventory → Batches → Add BatchOr receive stock via a Purchase Order — batches are created automatically during goods receipt.
2. Select the productThe product must have Tracking Type = Batch.
3. Enter the batch numberUse the manufacturer's lot number (e.g., LOT-2025-001). Must be unique per product.
4. Enter the expiry date and quantity receivedThe stock quantity for this product increases by the quantity you enter here.
5. Enter the cost price per unitThis is used for inventory valuation and COGS calculation when the batch is sold.
6. SaveThe batch is now active and available for sale on the POS terminal.

Batch Status

• Active — batch has remaining quantity and is not yet expired
• Expiring Soon — within your configured warning window (default 30 days)
• Expired — past the expiry date; the system will not allow normal sale of expired stock
• Exhausted — all units have been sold or written off; quantity is zero

Expiry Report

Go to Inventory → Reports → Expiry Report to see all batches expiring within a chosen window (7 / 30 / 60 / 90 days). Review this report weekly. For each expiring batch, decide:

• Discount it to sell quickly before expiry
• Return it to the supplier (raise a return purchase order)
• Write it off using a Stock Adjustment with reason "Expired"

How Serial Tracking Works

When a serial-tracked product is received (via Purchase Order or manual batch entry), each individual unit is registered with its unique serial number. From that point, the system tracks that specific unit through every stage: In Stock → Sold → Returned → Damaged. You can look up any serial number at any time to see its complete history.

Serial Number Status

Selling a Serial-Tracked Product at POS

When a cashier scans or searches for a serial-tracked product at the POS terminal, a panel appears asking them to scan or type the specific serial number of the unit being sold. The system looks up that serial number, confirms it is Available, and adds it to the cart. After checkout, the serial status changes to Sold — it cannot be sold again.

Managing Serial Numbers

Go to Inventory → Serial Numbers to see all registered serials across all products. Filter by product, status, or date range. You can search for any specific serial number to find its full history: when received, from which purchase order, when sold, and which receipt it appears on.

Adding Serials Manually

If you receive serial-tracked stock without a purchase order, go to Inventory → Batches → Add Batch with the serial product selected. On the batch form, you will see a serial number input field — enter each serial number on its own line. Each line creates one Available unit.

Serial Report

Go to Inventory → Reports → Serial Report to export a complete list of all serial numbers with their current status, purchase date, and sale reference (if sold). Useful for insurance claims, warranty management, and government compliance audits.

When to Use Adjustments

Stock adjustments are used when the system's quantity does not match what you physically have, and the cause is not a sale, purchase, or transfer. Common reasons include:

• Damaged goods that cannot be sold
• Theft or unexplained shrinkage
• Product expiry write-off
• Data entry correction after initial setup
• Found stock (quantity is higher than expected)

How to Create an Adjustment

1. Go to Inventory → Adjustments → CreateSelect the product and, for batch/serial products, the specific batch or serial number being adjusted.
2. Enter the new quantityThe adjustment is calculated as: New Quantity − Current Quantity = Adjustment. Enter what you actually counted, not the difference.
3. Choose a reasonSelect from the reason list: Damaged, Expired, Theft, Recount, Found Stock, Opening Balance, Other. You can add a free-text note.
4. SubmitThe system updates the stock quantity and posts the journal entry automatically.

Inventory Log

Go to Inventory → Inventory Log to see every stock movement ever recorded — purchases in, sales out, adjustments, transfers — with the date, reference, quantity change, and the user who made the change. The log can be filtered by product, movement type, date range, and exported to CSV.

Stock Transfer Between Branches

To move stock from one branch to another:

1. Go to Inventory → Products, open the product
2. Click Transfer Stock
3. Select the destination branch and enter the quantity to transfer
4. The system creates a Transfer Out on your branch and a Transfer In on the destination branch simultaneously

Adjustment Permission Requirements

• inventory-adjust — create adjustments and inter-branch transfers
• All adjustments are logged in the Audit Log with before/after quantities and the user who submitted
• Large adjustments (over a configurable threshold) may be flagged for manager review

Purchase Order Workflow

A PO can also be Cancelled instead of following the workflow above — but only while it's still Draft or Submitted. Once any goods have been received against it, it can no longer be cancelled.

Creating a Purchase Order

1. Go to Inventory → Purchase Orders → CreateRequires the purchasing-create permission. Select the supplier, order date, and expected delivery date (must be on or after the order date).
2. Add line itemsFor each product, enter the quantity ordered and the unit price. If the product has a purchasing unit of measure configured (for example, buying in "bags" of 25 kg), the price auto-suggests based on the product's buying price × the bag size.
3. Save as Draft, or SubmitA draft can still be edited freely. Submitting (requires purchasing-submit) locks the line items — only header details like the expected date or notes remain editable.
4. Receive goods when deliveredClick Receive Goods on the submitted PO (requires purchasing-receive). Enter the actual quantities received for each line — they can differ from what was ordered, but never exceed the outstanding quantity.
5. Enter batch/serial details and choose a payment methodFor batch-tracked products, enter the batch number and a future expiry date. For serial-tracked products, enter one unique serial per unit received. Choose whether this delivery is being paid Cash or bought On Credit.
6. Confirm receiptStock increases immediately and the purchase posts to the ledger. The PO status becomes Partially Received or Received depending on whether every line was fully delivered.

Partial Deliveries

If a supplier delivers only part of the order (e.g., 300 of the 500 ordered), receive what arrived. The PO moves to Partially Received status and remains open, showing the outstanding quantity. When the remaining 200 arrive, receive them against the same PO — the quantity received can never exceed what's still outstanding, and the PO automatically moves to Received once every line is fully delivered.

Suppliers

Go to Inventory → Suppliers to manage your supplier directory (requires supplier-view to see it, supplier-create to add or edit). Each supplier record stores:

• Company name, contact person, phone, and email
• Physical address and tax registration (TIN) number
• Payment terms in days (defaults to 30)
• Notes and an Active/Inactive status
• Complete purchase history — every PO raised against this supplier

Tips

• ✔ Always create a PO before goods arrive — do not receive stock without a PO reference.
• ✔ Check the supplier's delivery note quantity against what you physically count before confirming receipt in the system.
• ✔ Set up all suppliers in the directory before creating your first PO — it keeps accounts payable accurate from day one.
• ✔ Only tick "Update product cost" when the new delivery's price genuinely reflects current market cost — not for a one-off discounted or promotional purchase.

Troubleshooting

Related Topics: Products Batch Tracking Serial Numbers Chart of Accounts

Go to Inventory → Reports to access all inventory reports. Every report supports date range filtering, search, and export (CSV or PDF where applicable). The reports available are:

1 — Inventory Overview

Menu: Inventory → Reports → Overview  |  Purpose: Management-level snapshot of stock health with ApexCharts visualizations.

• Total stock value at cost price, broken down by category
• Bar chart: stock value per category
• Low stock count — how many products are below their minimum threshold
• Top 10 products by value held

Use this report in your weekly management meeting to answer: "What is our inventory worth today, and where is it concentrated?"

2 — Stock Ledger

Menu: Inventory → Reports → Stock Ledger  |  Purpose: Full movement history for any product with a running balance.

Select a product and date range, then click Filter. Export to CSV for spreadsheet analysis.

3 — Valuation Report

Menu: Inventory → Reports → Valuation  |  Purpose: Total inventory value at cost price across all products.

This report is what an auditor will ask for to verify the Inventory Asset balance on your balance sheet. It shows every product's quantity on hand multiplied by its cost price, with a grand total. Export to PDF for your annual audit package.

4 — Performance Report

Menu: Inventory → Reports → Performance  |  Purpose: Which products are selling, which are sitting still.

The performance report ranks products by units sold and revenue generated over a selected period. Use it to decide:

• Which products to restock urgently (high sales velocity)
• Which products to discount or discontinue (no movement in 90 days)
• Which categories are driving the most revenue

5 — Batch Report

Menu: Inventory → Reports → Batch Report  |  Purpose: All batches with their remaining quantities and expiry status.

Filter by product or expiry status (Active / Expiring / Expired / Exhausted). Use this alongside the Expiry Report to plan your batch management actions.

6 — Expiry Report

Menu: Inventory → Reports → Expiry Report  |  Purpose: Batches expiring within your chosen window — designed to be actioned, not just read.

Select your warning window: 7, 30, 60, or 90 days. The report lists every batch expiring within that window with the product name, batch number, expiry date, quantity remaining, and estimated value at risk. Export to CSV to share with your procurement team.

7 — Serial Report

Menu: Inventory → Reports → Serial Report  |  Purpose: Complete registry of all serial numbers with their current status and history.

Filter by product, status, or date received. Search for any specific serial number to instantly see when it was received, which purchase order it came from, and which sale it was included in. Export to CSV for insurance or warranty documentation.

Why Stock Count Exists

Even the best inventory system accumulates small discrepancies over time — a sale entered with the wrong quantity, goods received but not recorded, theft, or damage. A physical stock count lets your team count what is actually on the shelves, compare it to what the system expects, identify every discrepancy, and correct it — with a full management approval chain before anything touches the ledger.

Unlike a simple manual adjustment, Stock Count is a structured process: it freezes the book quantities at a point in time, allows multiple team members to count simultaneously, routes findings through a manager for approval, and finally posts a single consolidated journal entry for all variances.

Count Types

The Complete Stocktaking Workflow

Session Statuses

Step 1 — Create a Session

1. Go to Inventory → Stock Count → New SessionThe session creation form appears.
2. Enter a titleUse a descriptive title: "June 2026 Full Stocktake" or "Medicines Cycle Count — Week 23". This appears in all reports and exports.
3. Choose the Count TypePeriodic, Cycle Count, or Spot Check. This is for your own classification — it does not restrict which products are counted.
4. Add optional notesUseful for recording any special instructions, the team assigned, or the time counting is expected to start.
5. Click SaveThe session is created in Draft status. A unique session number (e.g., SC-2026-001) is assigned automatically.

Step 2 — Freeze the Inventory Snapshot

On the session detail page, click Freeze & Start Counting. This is the most important action in the process — understand what it does before clicking:

• The system captures the current book quantity of every product in your branch at this exact moment. This becomes the expected quantity for counting.
• After freezing, sales, purchases, and other movements can continue normally — they will NOT change the snapshot. The snapshot is a fixed reference point.
• The session moves to Counting status and item cards are generated for every active product.
• This action cannot be undone — if you need to abandon the session, Cancel it instead.

Step 3 — Enter Physical Counts

Once frozen, click Enter Counts on the session detail page. This opens the Physical Count Entry interface, covered in detail in the next section.

During counting, the session detail page shows live progress: how many items have been counted, how many remain pending, and a running summary of variances found so far.

Step 4 — Submit for Approval

When all items have been counted, return to the session detail page and click Submit for Approval. Before submitting, the system checks whether any items are still in Pending status — if so, it warns you and shows the count. You may submit even with pending items (they will be counted as "not counted"), or go back and count them first.

After submission, the session moves to Awaiting Approval status. The counting interface is locked — no more counts can be entered.

Interface Layout

The entry screen is split into two panels side by side:

Counting with a Barcode Scanner

1. Connect your USB or Bluetooth barcode scanner to the computerThe scanner acts as a keyboard — it types the barcode and presses Enter automatically.
2. Click on the barcode input box at the top of the left panelThe cursor must be in that field for scanning to work.
3. Scan the product barcodeThe system finds the matching item in the session and loads it into the current item card on the left. The item is also highlighted in the list on the right.
4. Enter the physical quantity you countedType the number in the Physical Count field. The variance displays instantly — positive (green) means more than expected, negative (red) means less.
5. Optionally add a variance reason and notesIf there is a variance, explain it: "Damaged packaging", "Found extra in backroom", "Stolen".
6. Click Save CountThe count is saved and the system automatically loads the next pending item for you. Continue scanning or typing the next SKU.

Counting Manually (Without a Scanner)

If you do not have a barcode scanner, use the item list on the right panel:

1. Use the search field to find the product by name or SKU
2. Click the edit icon on the item row to load it into the left panel
3. Enter the physical count, add notes if needed, and click Save Count
4. The system advances to the next pending item automatically

Variance Actions

Batch-Tracked Products

Each batch of a batch-tracked product appears as a separate line item in the count list. You count each batch individually. The item card shows the batch number and expiry date so you know exactly which batch you are counting.

Serial-Tracked Products

Each registered serial number appears as its own line item. To count a serial item, scan or enter its serial number in the barcode input — it will match the correct line. The physical quantity for each serial is always 0 (not found / not counted) or 1 (confirmed present).

Bulk Import via CSV

If you have a large number of items, your team can count on paper and then import the results via CSV. This is useful for warehouse stocktakes where internet connectivity may be limited.

1. Download the count templateOn the session detail page, click Export → Count Template (CSV). This downloads a CSV pre-filled with every item's SKU, batch number, and serial number — ready for your counters to fill in the physical quantities.
2. Fill in the CSVOpen the file in Excel or Google Sheets. Add the physical quantity in the physical_qty column for each row. Add notes or a reason in the optional columns.
3. Import the completed CSVOn the session detail page, use the Import CSV panel to upload your completed file. The system processes each row and applies the counts.
4. Review the import resultsA summary shows how many rows were imported, how many were skipped (product not found, wrong SKU), and any errors. Review the skipped rows and correct them manually if needed.

Progress Bar and Stats

The top of the entry page shows a live progress bar and three stat tiles: Total items, Counted, and Items with variance. The progress bar fills as items are counted. When it reaches 100%, all items have been counted and you are ready to submit for approval.

Step 5 — Manager Review

After submission, a staff member with the inventory-stockcount-approve permission goes to the session and clicks Review & Approve. The approval screen shows:

• A summary of all items: how many have variances, total gain value, total loss value, and net variance
• The full item table with columns: Product, Batch/Serial, Book Qty, Physical Qty, Variance, Variance %, Variance Value (TZS), Status
• For items with variance, a Request Recount button allows the approver to send specific items back for a fresh count

Requesting a Recount During Approval

If a variance looks suspicious — unusually large, for a high-value item, or without a clear reason — the manager can click Request Recount on that specific item. The item is flagged as Recount Requested. The session goes back to Counting status for those specific items only. Counters can then re-enter the physical quantity. Once all recounted, resubmit for approval.

Step 6 — Approve

Once satisfied with all counts and variances, the approver clicks Approve. The session moves to Approved status. The count is now final — no more changes to individual item counts are possible.

Step 7 — Post to General Ledger

A user with the inventory-stockcount-post permission (typically the accountant or branch manager) clicks Post to Ledger on the approved session. This action:

1. Calculates the net variance for every item that has a non-zero variance
2. Creates a single consolidated journal entry covering all variances
3. Updates the actual inventory quantities in the system to match the physical count
4. Moves the session to Posted status — permanently locked

Export Options on the Session Detail Page

At any point after freezing, the session detail page offers exports via the Export dropdown in the Count Items table header:

Stock Count Permissions

The stocktaking module has the most granular permission set in the system — seven separate permissions, allowing each step to be restricted to the right person.

Best Practices for Stocktaking

• Close the branch during a full periodic stocktake — sales happening while counting introduces variances that are hard to reconcile. If you cannot close, freeze the snapshot at the start of the day before opening.
• Use two-person counts — one person counts, one records. They swap and recount anything that differs. This reduces human error significantly.
• Count high-value items last and recount them — discrepancies in high-value products have the biggest financial impact. Always recount them at least once.
• Investigate every variance before approving — a shortage without an explanation should not be approved. Ask the warehouse team before the approver clicks Approve.
• Run stocktakes regularly — quarterly cycle counts catch problems far earlier than an annual full count. Small discrepancies are easier to trace when found soon after they occur.
• Archive PDF exports — after posting, export the Variance PDF and store it with your audit files. It is the formal record of what was counted, by whom, and what was approved.

What It Shows

Go to Inventory → Reports → Stock Variance. This report aggregates data from all stock count sessions that have been approved or posted within a selected date range. It is designed to answer: "Across all our stocktakes this quarter, how much did we gain or lose, and which sessions had the biggest discrepancies?"

Table Columns

Filtering

• Date range — filter by session creation date (defaults to last 90 days)
• Count type — show only Periodic, Cycle, or Spot Check sessions
• Search — find a specific session by title or session number

Export

• CSV — all sessions with full column data, ready for spreadsheet analysis or management reporting
• PDF — formatted report with company letterhead, summary stats band (sessions count, total gain, total loss, net variance), and a full item table. Suitable for board meeting packs or audit files.
• Print — browser print of the current filtered view

What Shrinkage Is

Shrinkage is the loss of inventory value due to theft, damage, spoilage, administrative errors, or unexplained missing stock. The Shrinkage Report measures the cumulative value of all negative variances (shortages) from posted stock count sessions, grouped by month.

Unlike the Variance Report (which shows both gains and losses per session), the Shrinkage Report focuses entirely on losses — it is the right report to take to a management meeting when asking: "How much did we lose last quarter, and is the trend getting better or worse?"

Accessing the Report

Go to Inventory → Reports → Shrinkage Report. Set the date range (defaults to the last 6 months) and click Filter.

What You See

• Three summary cards — Total Shrinkage (TZS), Months with Data, and Average Monthly Shrinkage (TZS)
• Monthly trend bar chart — each bar is one month's total shrinkage value. A growing bar height month-over-month is a warning sign.
• Monthly breakdown table — Month, Items Affected (count of shortage lines), Shrinkage Value (TZS), and a running total at the bottom

Interpreting the Chart

Export Options

• Excel (CSV) — downloads the monthly table with totals for spreadsheet analysis
• Print — browser print of the current filtered view including the chart

Shrinkage as a KPI

A common benchmark is to measure shrinkage as a percentage of total inventory value or total sales. For example, if your monthly sales are TZS 10,000,000 and your shrinkage is TZS 150,000, your shrinkage rate is 1.5%. Retail industry averages typically range from 0.5% to 2.0%. Track this monthly and set an internal target.

Overview

The Chart of Accounts (COA) is the master list of every financial account your business uses. All transactions in Goju Cloud post to these accounts automatically. The COA is organized in a hierarchy: parent accounts contain child accounts, and only leaf (posting) accounts receive actual transactions.

Account Types

Viewing the Chart of Accounts

Go to Finance → Ledger → Chart of Accounts to see a tree view of all accounts with their current balances. You can also export the COA to PDF for auditors.

Account Statements

Click any account in the COA to view its complete transaction history — every debit and credit entry with dates, references, and running balances.

Blocking an Account

Accounts can be blocked to prevent new transactions from posting. This is useful for discontinued product accounts or accounts under investigation. Go to Finance → Ledger → User Accounts, select the account, and click Block.

Overview

Journal entries allow accountants to make direct postings to the general ledger — for items like depreciation, accruals, or corrections that cannot be processed through another module.

Creating a Journal Entry

1. Go to Finance → Ledger → Journal Entries → CreateThe journal entry form has a header section (date, reference, narration) and a lines section.
2. Add debit and credit linesAdd at least one debit line and one credit line. The total debits must exactly equal total credits — the system enforces this.
3. Post the entryOnce saved, the entry posts immediately to the affected accounts. You cannot edit a posted journal — only reverse it.

Quick Reference — Reserve Account Withdrawals

Reversing a Journal Entry

Go to Finance → Ledger → Journal Entries, find the entry, and click Reverse. The system creates an equal and opposite entry, effectively cancelling the original.

Overview

The Expense module manages all business spending — from daily operational costs (electricity, stationery) to major purchases. Every approved expense is posted automatically to the correct expense account in the general ledger.

Expense Workflow

How to Submit an Expense

1. Go to Finance → Expenses → CreateFill in the expense header: description, date, category, and which account the money is paid from (Cash or Bank).
2. Add expense line itemsEach line has a category, description, and amount. You can attach scanned receipts or supporting documents.
3. Submit for ApprovalThe expense moves to Pending status and notifies the approver.
4. Approver reviews and approves or rejectsA staff member with expense-approve permission reviews the voucher and attached receipts.
5. Post to GLOnce approved, a staff member with expense-post permission clicks Post. This records the journal entry.

Expense Categories

Go to Finance → Expenses → Categories to set up your expense categories (e.g., Rent, Electricity, Salaries, Transport, Office Supplies). Each category is linked to a specific GL account. Keeping categories well-organized makes your expense report and income statement much more useful.

Expense Dashboard

Go to Finance → Expenses → Dashboard for a visual summary showing:

• Expenses by category (pie chart)
• Spending trend over time (line chart)
• Pending approvals needing your attention
• Biggest expense categories this month

Expense Report

Go to Finance → Expenses → Expense Report to generate a filterable register of all expenses by date range, category, or status. Exportable to PDF.

Reversing an Expense

Posted expenses can be reversed if they were incorrect. This requires the expense-reverse permission and creates a new reversal journal entry.

Best Practices

• Always attach a photo of the original receipt before submitting
• Never approve your own expense — the system should be configured to require a different approver
• Review the expense dashboard weekly to spot budget overruns early
• Use categories consistently — "Electricity" and "Power Bill" should not both exist

Overview

The Reconciliation module (menu name: Balancing) is used at the end of each business day to verify that everything physically held at the branch — cash, coins, mobile money floats, POS terminal balances, the vault — matches what the general ledger says should be there. Every difference is captured, explained where possible, and routed through a manager approval chain before it ever touches your financial statements. Nothing about a shortage or overage is ever silently thrown away — it is always fully traceable back to a specific batch, account, and person.

Core Concepts — Read This First

These few terms are used throughout the module. Understanding them makes everything else make sense.

The Reconciliation Workflow

Step 1 — Open a Batch

Go to Finance → Balancing → New Recon. Choose the recon date and confirm your active branch. The system snapshots every account in your branch's reconciliation template as it stands at that moment — this snapshot becomes the "Expected" side for every account.

Step 2 — Count & Compare

For each account in your template, enter what you actually counted. For cash and vault items, use the built-in denomination counter — enter how many of each note/coin you have, and the total calculates itself, reducing manual arithmetic errors. Accounts are grouped into payment-method chips (Cash, Vault, Bank, Mobile, POS, Float) so you can immediately see which method has a problem instead of scanning one long list. A live summary bar at the top always shows your running Expected / Actual / Difference — no need to scroll down to know where you stand.

Step 3 — Explain Exceptions

Any account with a variance becomes an exception card, colour-coded by severity, with a "likely source" hint based on its category (e.g. a Cash variance points you to the drawer, a Float variance points you to mobile money). For each one, do one of the following:

• Explain it — type the real reason (e.g. "Customer given TZS 500 too much change") and attach a photo of the count sheet or till roll as evidence if you have one.
• Resolve All as Asset Swap — if you know money simply moved between two of your own accounts today (e.g. cash was deposited into mobile money float), this button explains every exception at once as an internal transfer. It works even when the two sides don't net to an exact zero — a small built-in tolerance absorbs normal rounding.
• Leave it open — if you genuinely don't know the cause yet, you can submit anyway. It will need to be picked up in Investigation Centre before or after approval.

Step 4 — Submit

Submitting locks the batch from further editing and notifies every user in your branch who holds the recon-approve permission. It now waits for a manager.

Manager Review — Approve, Reject, or Request More Info

Go to Finance → Balancing → Approvals (requires recon-approve). For each submitted batch, a manager chooses one of three actions:

Approval vs. Investigation — Which Comes First?

This is the single most misunderstood part of the workflow, so it deserves its own explanation.

• Approve first, every time. Don't wait for every exception to be fully explained before approving — that delays your books. Approval's only job is to post accurate numbers to the ledger for that day, via the Clearing Accounts. It is safe to approve a batch with open, unexplained exceptions.
• Investigate second, at your own pace. Once approved, open exceptions remain visible and resolvable in Investigation Centre for as long as you need — approving a batch does not close or hide its exceptions.

Spotting Loss or Overage Instantly — Daily Net Result

A single account being short doesn't necessarily mean you lost money — it might just mean cash moved into float somewhere else in the branch that day. To tell the difference between a real loss and money simply moving between your own accounts, the Reconciliation Dashboard's Daily Net Result chart adds up the variance across every account in your active branch for each day, as one signed number.

On the Reconciliation Dashboard, this shows as a colour-coded bar per day — green near zero, amber for a mild overage, red for a genuine loss — so you can tell at a glance, without opening a single batch, whether a day was clean.

Clearing Account Health

Also on the Reconciliation Dashboard, this widget shows the current live balance of your active branch's two clearing accounts — CLR_CASH (physical cash/vault variances) and CLR_FLOAT (mobile money/bank/POS variances). Each tile is colour-coded:

This widget is always scoped to your currently active branch only — it never mixes figures across branches, respecting the same branch-isolation rule that applies everywhere else in Goju Cloud.

Auto-Netting — The Smart Treasury Engine

Sometimes, after individual exceptions are explained, a small residual variance still remains for the day. Auto-Netting (available from the Approvals or Investigation screen once a batch has open exceptions) handles this in two steps:

1. The SwapIt pools every still-open cash-side exception against every still-open float-side exception. If one side is short and the other is over, it nets the overlapping amount between CLR_CASH and CLR_FLOAT as an internal transfer — the same idea as "Resolve All as Asset Swap," just applied automatically across the whole batch.
2. The ResidualWhatever is left after the swap — a true, unmatched shortage or overage — is written off: a residual shortage posts as a loss to Miscellaneous Expense; a residual overage posts as income to Other Income.

Investigation Centre

Go to Finance → Balancing → Investigations (requires recon-investigate) to review every open exception across your branch, one at a time, regardless of whether its batch has already been approved. For each exception you can:

• Write a resolution explaining the true cause
• Upload a photo or document as evidence, permanently attached to that exception
• Propose a specific resolution — write it off to an expense/income account, match it against another known discrepancy, or mark it explained with no GL impact
• Request more information from the branch that submitted it, without fully rejecting the batch

Exception Explorer

Go to Finance → Balancing → Exception Explorer to search and filter every exception ever raised across your whole tenant — not just one batch. Filter by branch, cashier, date, payment-method category, severity, or status. Use this for periodic audits (e.g. "show me every unresolved cash exception over TZS 500,000 in the last 30 days") rather than paging through batches one by one.

Handling a Recovered Loss

Occasionally, money written off as a loss in a past, already-approved batch is later recovered — for example, a customer repays cash they had taken without it being recorded, or an investigation uncovers where a "loss" actually went. Because approved batches are permanent audit history and are never edited or reversed, handle a recovery as follows:

1. Never edit the original approved batchThe original write-off stays exactly as it was posted — it is your audit trail proving what was investigated and when.
2. Post a new, separate, clearly-referenced transactionDebit whichever account physically receives the recovered money; credit an income account. In the description, name the original batch (e.g. "Recovery against Batch RCN-20260706-B1-0001") so the two events stay linked for any future audit.
3. Do not let a future day's reconciliation quietly absorb itIf the recovered cash is simply deposited into a till and left to show up as an ordinary overage on a later day, it gets pooled anonymously with that day's unrelated variance by Auto-Netting — the exact amount and the link back to the original loss are both lost.

Reconciliation Settings

Go to Finance → Balancing → Settings (requires recon-configure) to control which accounts are part of your branch's daily reconciliation, and which category each belongs to (Cash, Vault, Bank, Mobile, POS, or Float). Different branch types can use different templates — a savings-and-loans branch reconciles different accounts than a pure retail branch.

Reports

Permissions

Best Practices

• Reconcile every branch, every day — don't let batches pile up unopened; the longer you wait, the harder a variance is to explain.
• Approve promptly. Don't hold up an entire batch waiting for one stubborn exception — approve, then investigate at your own pace.
• Use "Resolve All as Asset Swap" whenever you know money just moved between your own accounts — don't let genuine internal transfers get treated as losses.
• Walk Investigation Centre before reaching for Auto-Netting. Auto-Netting should close what's left over, not everything.
• Watch the Clearing Account Health tile daily — an "Alert" status means exceptions are accumulating faster than they're being resolved.
• Always attach evidence (a photo of the count sheet, a screenshot) to any exception involving a significant amount — it's the difference between a defensible explanation and a guess, months later.

Frequently Asked Questions

Overview

All financial reports are found under Finance → Statements. Every report can be viewed on screen and exported as PDF. Reports are always generated from the live general ledger, so they reflect all posted transactions up to the moment you run them.

Daily Summary (End-of-Day Report)

Go to Finance → Statements → Daily Summary for a summary of all business activity today. This is the most commonly used report — review it every evening before closing.

• Today's total income by type (savings, loans, sales, commissions)
• Today's total expenses
• Cash flow for the day
• Opening and closing cash balance

Cash Position Report

Shows the current balance of all cash and bank accounts. Useful for determining how much physical cash the branch is holding and how much is in the bank.

Trial Balance

A complete list of all GL accounts with their debit and credit balances totalled. Total debits must equal total credits — if they don't, there is a data error. Accountants use this report as the foundation for preparing financial statements.

Income Statement (Profit & Loss)

Shows all revenue and expenses for a selected period, resulting in net profit or loss. Key sections:

• Revenue — All income sources (sales, interest, commissions)
• Cost of Goods Sold — Direct costs of products sold
• Gross Profit — Revenue minus COGS
• Operating Expenses — Rent, salaries, utilities, etc.
• Net Profit — What the business actually earned

Balance Sheet

A snapshot of your financial position at a specific date. Shows what your business owns (assets), what it owes (liabilities), and the owner's equity.

• Assets = Cash + Receivables + Inventory + Fixed Assets
• Liabilities = Loans Payable + Customer Savings + Accounts Payable
• Equity = Capital + Retained Earnings
• Assets must equal Liabilities + Equity

Cash Flow Statement

Shows where cash came from and where it went during a period, grouped into:

• Operating Activities — Core business (sales, expenses, loan repayments)
• Financing Activities — Capital injections, loan issuances, withdrawals

Break-Even Analysis

Go to Finance → Statements → Break-Even Analysis to see how much revenue you need to cover all costs. Useful for pricing decisions and business planning.

COGS Report

Detailed breakdown of Cost of Goods Sold by product and category. Shows which products have the highest and lowest profit margins.

Tax Report

Summarizes VAT collected (output tax), VAT paid on purchases (input tax), and net VAT payable to TRA. Use this report to prepare your monthly VAT return.

Accounts Receivable Aging

Groups outstanding invoices by how long they have been unpaid. Helps you prioritize collections.

What Month-End Closing Does

At the end of every accounting month, GOJU runs a formal closing process that does three things in a single transaction:

1. Locks the period — all new transactions are blocked from being backdated into a closed month, protecting your historical records.
2. Calculates net profit — the system reads your live income statement for that month (gross income minus all operating expenses).
3. Distributes the profit — according to the allocation rules you configure (e.g., tithe, management fee, capital, reserve fund), the system posts the exact journal entries needed to move the profit into the right accounts.

This is fully IFRS-compliant: every entry is auditable, every period is locked after closing, and nothing is posted until you explicitly click Process Closing after reviewing a live preview.

Three Pages — What Each One Is For

The Closing module has three distinct pages. Understanding which page does what avoids confusion:

The Closing Wizard (/closing)

This is your monthly working page. When you open it, you see:

Period Selector

A dropdown at the top lets you choose which month you are closing. The system shows whether the period is Closed or Open. You can only process an open period.

Financial Snapshot

Three KPI cards give you the numbers that will drive the closing:

Allocation Preview

Below the KPI cards, the system shows a live preview table of every allocation rule and exactly how much each one will receive if you process right now. This is a read-only preview — nothing has been posted yet. Review it carefully before clicking Process Closing.

Closing History Shortcut

A History button in the top right takes you to all past closings. See the History section below for details.

How to Run Month-End Closing — Step by Step

1. Post all transactions for the month first Expenses, commission income, loan repayments, customer deposits — everything. Nothing can be backdated after the period is locked. Use the checklist at the bottom of this section.
2. Open Finance → Closing Select the month you want to close from the Period Selector dropdown. Confirm it shows "Open" status.
3. Check the Financial Snapshot Verify the Gross Income, Operating Expenses, and Net Profit figures look correct. If anything is wrong, go back and post the missing transactions first.
4. Review the Allocation Preview table Every active allocation rule is listed with the account it credits and the exact amount it will receive. Verify the total adds up correctly and the accounts are what you expect.
5. Click "Process Closing" A confirmation dialog appears. Click Confirm. The system posts all journal entries in a single database transaction — either everything succeeds or nothing is posted. The period is then locked.
6. Review the Closing Summary After processing, a summary screen shows every journal entry that was posted. Download or print it for your records. Go to History to find it again later.

What Gets Posted — The Journal Entries

When you process closing, the system automatically determines what needs to be posted based on your allocation rules. Here is the pattern:

Full Configuration (/closing/configure)

Go to Finance → Closing → Configure (or click the Configure button on the wizard page). This is where you build and manage all your allocation rules.

Rule Types

Calculation Basis (First-Off rules only)

When adding or editing a First-Off rule, you choose what number the percentage is calculated on:

Enabling and Disabling Rules

Every rule has an active/inactive toggle. Inactive rules are preserved in your configuration (with their full history) but not included in the next closing calculation. Toggle a rule off temporarily without deleting it.

Penny Balancing

When percentages produce fractional cents (e.g., 33.33% of TZS 1,000,001), the system automatically absorbs the rounding difference into the last proportional rule. The journal entry always balances exactly — Dr = Cr — guaranteed before anything is posted.

Tithe Settings (/closing/tithe-settings)

Step 0 — Enable the Tithe Module on Your Tenant Profile

Before the Tithe Settings button appears anywhere, the Tithe Module must be turned on at the tenant level. Go to:

Once enabled, a Tithe Settings button appears on the Closing Wizard page (for users with the closing-configure permission).

Configuring Tithe

Go to Finance → Closing → Tithe Settings. You will see:

Relationship to Full Configuration

Tithe Settings is a simplified front-end for exactly one allocation rule tagged internally as purpose=tithe. When you save Tithe Settings, the rule also appears in Full Configuration where you can see it alongside your other rules. You can use either page to manage it — they edit the same rule. The Tithe Settings page just makes the common case simpler without the full rule-builder interface.

Closing History

Go to Finance → Closing → History (or click the History button on the wizard). Every past closing is listed with:

• The period (month and year)
• Gross Income, Operating Expenses, and Net Profit for that period
• The date and time it was processed and who processed it
• A breakdown of every allocation rule that ran (label, basis, amount, destination account)

Click any row to see the full closing detail and the exact journal entries that were posted.

Month-End Closing Checklist

Complete every item on this list before clicking Process Closing. Once the period is locked, no further entries can be backdated into it.

Permissions Required

Frequently Asked Questions

What GOJU AI Is

GOJU AI connects your tenant to a large language model (currently Claude or Gemini — the platform can switch or add providers without changing how any feature works) and wires it into six specific places in the system where an explanation, a second opinion, or a plain-language answer is genuinely useful. It is not a general-purpose chatbot bolted onto the side of the app — every feature is scoped to real data you already have permission to see, and every answer is generated fresh from that data, never invented.

The Six Capabilities

Where to Find It

• Sparkle icon in the top navigation bar — opens the Knowledge Assistant directly. Shown to SaaS admins always, and to tenant users whenever the AI module is active on their plan.
• Management menu — "AI Assistant" (settings), "Knowledge Assistant", and "Audit Assistant" each have their own dedicated menu item.
• "Explain with AI" buttons — embedded directly inside 32+ existing reports across Finance, Inventory, HR, Commerce, Commission, and FIAE Intelligence.
• Inline buttons — "AI Pre-Close Check" inside the Month-End Closing wizard, and "AI Suggest Causes" inside Reconciliation's Investigation Centre.

Where to Configure It

Go to Management → AI Assistant. This page only exists for tenants whose subscription plan includes the AI Assistant feature — if your plan doesn't include it, the menu item and every AI button across the system stay hidden automatically. No dead links, no "upgrade required" pop-ups interrupting your work.

Settings Explained

• AI Assistant toggleA simple on/off switch. When off, every AI feature is unavailable tenant-wide, even for users who would otherwise have permission — useful if you want to pause AI usage for a while without touching anyone's individual permissions.
• ProviderChoose "Platform default", or pin your tenant to a specific provider (Claude or Gemini). Most tenants should leave this on Platform default — GOJU CLOUD picks a sensible, cost-effective provider automatically and can improve it over time without you needing to change anything.
• Monthly request limitThe maximum number of AI requests your organization can make in a calendar month, across all six features combined. Leave it blank to use the platform default. Once the limit is reached, AI features politely decline further requests until the 1st of the next month — they never silently keep running and generating unexpected cost.
• Test ConnectionSends a small, non-financial ping to your configured provider to confirm the connection is working — useful right after changing the provider, before relying on it for real work.

Usage This Month

The right-hand panel on the Settings page shows a live progress bar of requests used against your monthly limit (green under 80%, amber from 80%, red at 100%), plus a table of your organization's most recent AI activity — which feature was used, whether it succeeded, and when.

Permissions Required

How to Use It

1. Open itClick the sparkle icon in the top navigation bar, or go to Management → Knowledge Assistant.
2. Type your questionAsk naturally, the same way you'd ask a colleague — e.g. "How do I perform a stock adjustment?" or "What's the difference between Reject and Request More Info on a reconciliation batch?"
3. Read the answerThe Assistant searches this documentation for the sections that actually relate to your question, then writes a short, direct answer grounded in those sections only.
4. Ask a follow-upKeep the conversation going — "what if the count is still off after that?" — the Assistant remembers what you just asked. Up to 10 exchanges per session before you're asked to start a new question.

Why It Sometimes Says "Not Documented"

If your question genuinely isn't covered anywhere in this documentation, the Assistant says so honestly and suggests contacting support — it will never invent a plausible-sounding but incorrect answer. This is a deliberate design choice: a wrong "how-to" answer in a financial system is far more dangerous than an honest "I don't know."

Who Can Use It

SaaS admins can always reach the Knowledge Assistant, with no tenant or subscription required — it's platform staff tooling, not a customer feature for them. Tenant users need the AI module active on their plan, turned on in Settings, and the ai-assistant-use permission (Tenant Owners have this automatically).

How It Works

1. Run any report as usualChoose your date range or filters and load the report, exactly as you always do.
2. Click "Explain with AI"Found at the top of the report, next to Export/Print. A panel opens and the AI reads the exact figures currently shown — the same date range and filters you selected — and writes a short, plain-language explanation.
3. Ask follow-up questionsType a question about the report directly in the panel — "why did COGS increase this month?", "is this margin healthy?", "what would improve this number?" It becomes a short back-and-forth conversation, up to 10 exchanges.
4. Start fresh anytimeRe-open the modal (or change the report's filters and click Explain again) to start a brand-new conversation on the updated data.

Where You'll Find It

The button appears on financial statements (Financial Reports), Inventory Reports, HR Reports, the Sales Report, Invoice Aging, Commission reports, and every FIAE Intelligence report — 32 reports in total, all using the same button and the same chat panel, so once you've used it on one report you already know how to use it everywhere.

How to Use It

1. Go to Management → Audit AssistantRoute: /ai/audit.
2. Choose a date rangePick a From and To date — defaults to the start of the current month through today.
3. Click ReviewThe Assistant examines the transactions and inventory movements posted in that window and writes up anything it considers worth a closer look — unusual timing, amounts that stand out, patterns that don't match the rest of the period.
4. Ask follow-up questions"Why is this flagged?", "What should I check first?" — up to 10 exchanges before starting a new review.

Permissions Required

Requires the AI module active on your plan and turned on in Settings, plus the ai-assistant-use permission.

How to Use It

Inside the Month-End Closing wizard, once a period shows "Ready to Close", an AI Pre-Close Check button appears above the Process Closing button. Click it and the Assistant reviews the closing preview — net profit, the allocation rules that are about to run, tithe allocation (if the Tithe Module is on), and the WHT receivable position — and flags anything unusual before you commit. You can ask follow-up questions about the preview before deciding.

How to Use It

Inside Investigation Centre, while writing up an open exception, click AI Suggest Causes next to the Investigation Notes field. The Assistant looks at the exception's category (cash, vault, bank, mobile, POS, float), its amount, and its severity, then suggests a short list of plausible explanations commonly seen for that pattern — for example, an unrecorded float top-up, a short-change error, or a timing difference between two systems.

Permissions Required

No separate AI permission is needed here — if you already hold recon-investigate (the permission for working in Investigation Centre at all) and the AI module is active on your plan, the button is available.

How It's Different from FIAE's Own Intelligence

FIAE's deterministic, rule-based parsers handle the vast majority of SMS automatically — fast, free, and don't involve the AI module at all. GOJU AI only steps in as a last resort, when every deterministic parser fails to recognize a message's format (for example, a new or unusually-worded provider template FIAE hasn't seen before).

What Triggers the Fallback

Any one of these during import causes FIAE to hand a single SMS to the AI instead of failing it outright:

• No deterministic parser recognises the sender at all.
• A parser recognises the sender but cannot extract a usable transaction from the message text.
• A parser matches the message shape but cannot confidently read the numbers in it.

What Happens Automatically

There's no button to click — this runs entirely in the background during Import SMS. When it activates, the AI is instructed to extract the provider, event type, amount, commission, and balance from the raw SMS text into the same structured format a normal parser would produce, and — critically — to never guess an amount it cannot clearly read. If it can't confidently parse the message, it says so, and that event is simply counted as failed, exactly as if the AI feature didn't exist. Every event the AI does successfully extract is automatically:

• Given a fixed confidence score of 0.5 — lower than every real deterministic parser (which score between 0.85 and 0.99), so nothing generated by AI can ever appear more trustworthy than a rule-based read
• Paired with an "open" Audit Flag labeled [AI-PARSED], requiring a human to verify it before it's fully trusted for reconciliation
• Capped at a maximum of 20 AI-fallback attempts per import batch, so a systematically-unrecognized file format (e.g. you imported the wrong file, or a provider changed its SMS wording entirely) can't turn into hundreds of slow, costly AI requests — the remaining unparseable messages in that batch simply count as failed

Reviewing AI-Parsed Events

1. Go to Agency → Intelligence → Audit FlagsLook for flags whose description starts with [AI-PARSED].
2. Open the flag and read the original SMS textThe raw message is preserved alongside the AI's extracted amount, provider, and event type.
3. Confirm or correctIf the extraction is accurate, resolve the flag as Resolved. If it's wrong, note the correct figures in your resolution notes and treat the event as unreliable for reconciliation purposes.

Tenant Isolation

Every AI request is scoped to the tenant and branch you're acting in — the same tenant-isolation rules that protect every other module in GOJU CLOUD apply here too. AI only ever reads the specific report, transaction range, or documentation content relevant to the feature you invoked; it cannot see or reference another tenant's data, ever.

What Gets Sent to the AI Provider

Only the specific data needed to answer the request — e.g. the figures currently shown on the report you clicked "Explain with AI" on, or the date-range transactions for an Audit Assistant review. GOJU AI does not send your entire database to the provider, and the Knowledge Assistant sends only the matched documentation excerpts, not any of your business data at all.

Cost Control

Every tenant has a monthly request limit (default 500/month, configurable in Settings) shared across all six AI features. Once reached, AI features pause with a clear message until the next calendar month — normal (non-AI) system functions are never affected.

Usage Logging

Every AI request is logged — which feature, which provider, success or failure, and when — visible to your organization in AI Assistant Settings → Recent AI Activity. SaaS admins can additionally see platform-wide AI usage and clear old log records from System Monitor.

Plan Gating

AI Assistant is a subscription plan feature. If your plan doesn't include it, every AI menu item, button, and page is automatically hidden — there's nothing to configure to turn it off, and nothing dead-ends with an "upgrade required" message. SaaS admins are the one exception: they can always reach the Knowledge Assistant, since it's platform staff tooling rather than a tenant subscription feature.

Overview

The Bridge module lets you move cash between two branches of the same business — for example, when Mwanza Supermarket's Nyamagana branch sends TZS 2,000,000 to top up the till at its Ilemela branch. Every transfer is recorded on both branches' books at once, so each branch's accounts always reflect exactly what physically happened to its own cash.

Concepts

Each branch has its own internal Bridge account — a clearing account that exists purely to record money in transit to or from other branches. A transfer always posts on both branches at once, in two matching pairs:

• The sending branch debits its own Bridge account and credits its own Cash account (cash leaves the till, and the Bridge account records who it's owed to).
• The receiving branch debits its own Cash account and credits its own Bridge account (cash arrives in the till, and the Bridge account records where it came from).

Because both sides post through each branch's own Bridge account, the account nets back to zero over time — it only ever shows outstanding, unreconciled transfers.

Step-by-Step — Creating a Bridge Transfer

1. Go to Agency → Bridge Transfers → CreateRequires the bridge-create permission.
2. Choose the sending and receiving branchThese must be two different branches of your own business.
3. Enter the amount and transaction dateExample: Mwanza Supermarket transfers TZS 2,000,000 from Nyamagana to Ilemela.
4. Add a description (optional)Defaults to "Inter-branch Cash Transfer" if left blank.
5. SubmitBoth branches' books update in the same instant. The system blocks the post if either branch has already closed its reconciliation period for that date.

Accounting Example

Bridge Manager — Reviewing Balances with a Branch

Go to Agency → Bridge Transfers → Manage and select a branch to see every transfer between your branch and it, day by day. Pick a date to view: the page shows a Balance Brought Forward (the running total of all transfers before that date) plus the entries for the day you selected, labelled Current for today or Historical for any earlier date — useful for tracing exactly when an outstanding bridge balance built up.

Reversing a Bridge Transfer

If a transfer was posted in error, open it and click Reverse (requires bridge-reverse). The system creates a mirror-image transaction that swaps every debit and credit back — it cannot reverse a transfer that has already been reversed, and it checks that both branches still have an open reconciliation period for the original date.

Troubleshooting

Related Topics: Vault Branches Reconciliation

Overview

The Strongroom is a secure physical cash safe at a branch, used to store large amounts of cash overnight or between agency transactions. Goju Cloud enforces strict maker-checker (dual control) on every vault movement: one person requests a deposit or withdrawal, and a different person must approve it before it affects your books — the same person can never both request and approve the same transaction.

Concepts

Step-by-Step — Vault Deposit or Withdrawal

1. Go to Agency → Vault → Deposit or WithdrawRequires the strongroom-create permission.
2. Choose the vault account, amount, and dateThe date cannot be in the future. Withdrawals are checked against the vault's actual balance as of that date — you cannot request more than is available.
3. Record the seal informationFor a deposit, enter the new seal number sealed onto the cash bag. For a withdrawal, enter the seal number being broken and, if the remaining cash is re-sealed, the new reseal number.
4. Add a description and submitThe request is created with status Pending — nothing hits the ledger yet.
5. A different authorised staff member approves or rejects itGo to Agency → Vault, open the pending transaction, and click Approve or Reject (requires strongroom-approve). Rejecting requires a written reason, minimum a few words, so there is always a record of why.
6. The ledger posts automatically on approvalOnly at this point does the transaction affect your accounts.

Accounting Example

Business event: Kilimanjaro Pharmacy moves TZS 3,000,000 in cash from the till into the vault for overnight safekeeping.

A withdrawal simply reverses the two sides — Debit Cash, Credit Vault — when cash is taken back out for the day's operations.

Vault Statement

Go to Agency → Vault → Statement to see a running balance of the vault with every approved deposit and withdrawal listed, plus the seal number of the most recent deposit (the "active seal"). Only approved transactions ever appear here — pending and rejected requests never affect the statement.

Tips

• ✔ Always physically verify the seal number on the bag matches what was recorded before approving a deposit.
• ✔ Never share your login with the person who will approve your own request — maker-checker only works if the two roles are genuinely held by two people.
• ✔ Reconcile the vault statement's balance against a physical cash count regularly, not only during an audit.

Troubleshooting

Related Topics: Bridge Transfers Teller Portal Reconciliation

Overview

The Teller Portal replaces the General Journal for the handful of transactions a teller posts dozens of times a day: a customer withdrawing or depositing cash through a mobile money till or bank agent float, moving balance between two of your own internal accounts, or splitting one customer visit across several accounts at once. Every posting still goes through the exact same accounting engine as the General Journal — the Teller Portal is simply a purpose-built, minimal-click front end for it.

Core Concepts — Read This First

Step-by-Step — Customer Withdrawal

Business event: A customer withdraws cash against their mobile money or bank account. Physical cash leaves your drawer; your float account absorbs the electronic value the network moved from the customer.

1. Go to Agency → Teller Portal → Post TransactionRequires the teller-transaction-withdraw permission.
2. Switch to the Withdrawal tabThe Deposit/Withdrawal screen shares one layout — a toggle switches the mode.
3. Choose the float accountOnly mobile money tills and bank agent floats are listed — Cash On Hand itself is never a choice here.
4. Enter the amount and date, then submitThe system checks that Cash On Hand actually holds enough physical cash to pay out before allowing the post.

Step-by-Step — Customer Deposit

Business event: A customer hands over physical cash to load their mobile money or bank account. Your drawer gains cash; your float account pays out the electronic value credited to the customer.

1. Go to Agency → Teller Portal → Post TransactionRequires the teller-transaction-deposit permission.
2. Switch to the Deposit tab
3. Choose the float account, enter the amount and date, then submitThe system checks that the float account actually holds enough balance to extend before allowing the post.

Step-by-Step — Internal Float Transfer / Deposit

Business event: Moving your own balance between two internal accounts — no customer involved. This covers a plain internal transfer (e.g. Cash → M-Pesa) as well as the case where you physically deposit cash into a super-agent or aggregator account to top up your own float capacity — same two-leg mechanic either way.

1. Go to Agency → Teller Portal → Post Transaction → Float Transfer / Deposit tabRequires the teller-transaction-transfer permission.
2. Choose the From and To accountsAny two different internal accounts — cash, mobile, or bank.
3. Enter the amount and date, then submitThe system checks the From account has enough balance before posting.

Step-by-Step — Mixed Transaction

Business event: One customer visit that touches three or more accounts at once — for example, withdrawing from one wallet and splitting the proceeds between a bank float and physical cash.

1. Go to Agency → Teller Portal → Post Transaction → Mixed Transaction tabRequires the teller-transaction-mixed permission.
2. Add a row per account involvedPick the account and type a signed amount — positive to increase it, negative to decrease it.
3. Watch the Net TotalIt must read exactly zero (shown in green) before you can submit — this is what keeps the posting balanced.
4. SubmitThe system checks every account that's decreasing has enough balance before posting.

Reversing a Teller Transaction

Go to Agency → Teller Portal → History, find the transaction, and click the reverse icon (requires teller-transaction-reverse). You'll be asked for a short reason — the system creates a mirror-image posting that swaps every debit and credit back. A transaction can only ever be reversed once, and a reversal itself can never be reversed again — if a reversal was also wrong, post a fresh correcting entry instead.

Transaction History

Go to Agency → Teller Portal → History to see every teller posting for your branch, filterable by date range, type, and account. Each row shows every account touched, the amount, who posted it, and its status — Posted or Reversed.

Reports

Go to Agency → Teller Portal → Reports and choose from:

• Daily Teller Transactions — every posting for a date range, across all types.
• Cash Movement Report — every entry that touched Cash On Hand.
• Mobile Float Movement Report — every entry across your mobile money tills, optionally filtered to one till.
• Bank Float Movement Report — every entry across your bank agent floats, optionally filtered to one bank.
• Internal Transfer Report — Float Transfer / Deposit postings only.
• Teller Activity Report — transaction count and total value, grouped by teller.
• Internal Account Balance Summary — a live, point-in-time balance snapshot of every internal operational account.

Every report can be exported to CSV from the same screen.

Permissions

Troubleshooting

Related Topics: Vault Bridge Transfers General Journal Reconciliation

What Commission Management Does

When your branch acts as an agent for a mobile money or agency banking provider (M-Pesa, HaloPesa, Airtel Money, CRDB, NMB, etc.), the provider pays you a commission for the transactions you process. The Commission module records those earnings into your general ledger with the correct IFRS journal entries — including handling the two tax situations you encounter in the field:

• Gross commission — The provider pays you the full commission with no deduction at source. You record the gross amount; no withholding tax adjustment is needed.
• Net commission (WHT deducted at source) — The provider withholds income tax before paying you (e.g., NMB withholds 10% WHT). You receive a smaller cash amount, but your income is the gross figure. The withheld portion is a tax credit you can recover — it is an asset, not a loss.

Setting Up Operators

Go to Agency → Commissions → Operators to register each provider you work with. An operator record maps the provider's name to the accounts used when their commissions are posted.

Basic Operator Fields

Withholding Tax Configuration

If the operator deducts WHT at source, configure these two additional fields:

Posting a Commission Entry

Go to Agency → Commissions → Post Entry. The form has a few key fields to understand:

Key Fields

What Gets Posted — The Journal Entries

The system decides which journal entry structure to use based on whether WHT applies and whether this is a prior-month posting:

Prior Month Posting — The Commission Receivable Bridge

Sometimes the provider pays you in the current month for work done in a previous month (e.g., you receive NMB's June commission in July). IFRS requires you to recognise the revenue in June (when it was earned) but post the cash receipt in July (when it arrived).

GOJU handles this automatically. When you tick "This relates to a prior period" on the posting form and enter the Income Date (e.g., June 30), the system uses a 5-leg bridge structure that keeps your Balance Sheet balanced at every historical date:

Commission Dashboard

Go to Agency → Commissions → Dashboard to see real-time KPIs for commission income. All figures are period-scoped — they change when you switch the date filter (Today, Month-to-Date, Year-to-Date, or custom range):

A trend chart beneath the KPIs shows daily commission income over the past 30 days. The chart helps you spot slow periods, identify seasonal patterns, or notice if a particular operator has stopped generating income.

Commission Reports

Go to Agency → Commissions → Reports to access three report types. All reports respect the date range filter at the top of the page.

Date Range Filtering

The date range filter applies to the posting date of each commission entry (when cash was received), not the income recognition date (which may be earlier for prior-month postings). This keeps the reports consistent with what actually happened in the bank — if you are reconciling your statement for July, set the filter to July and you will see exactly the entries that hit your float/bank account in July.

Withholding Tax Receivable — Tax Report Integration

The accumulated balance of your WHT Receivable account (1260) appears in two places:

• Balance Sheet — listed as a current asset under the Asset section. This is the total WHT credit available to offset against your annual income tax obligation.
• Tax Report (Finance → Reports → Tax Report) — shows a dedicated KPI card: Withholding Tax Credits Available (Recoverable). Share this figure with your tax accountant when preparing your annual return — it reduces the tax you owe to TSRA.

Permissions Required

Frequently Asked Questions

Overview

FIAE is for businesses that operate as mobile money agents (M-Pesa, Airtel Money, HaloPesa, Mixx by Yas, and similar). Every agent transaction generates a confirmation SMS on the agent's phone. FIAE reads those SMS messages, turns them into structured, itemized transactions called Financial Events, checks that the running float balance in each SMS matches what actually happened, and automatically raises an alert whenever something looks wrong — a shortfall, a suspiciously large withdrawal, or an unusual burst of activity late at night.

Concepts

Navigation

Agency → Intelligence, with sub-menus for Executive/Risk/Operations dashboards, Import SMS, Events, Audit Flags, and Reports.

Step-by-Step — Importing an SMS Backup

1. Export your SMS archive from the agent phoneUse an SMS backup app (for example "SMS Backup & Restore" on Android) to export all messages to an XML file, or export a plain TXT list from a basic phone.
2. Go to Agency → Intelligence → Import SMS → New ImportUpload the file (up to 100 MB). FIAE automatically detects whether it's the XML or TXT format — you don't need to choose.
3. FIAE parses every messageEach SMS is matched to a provider (Mixx, M-Pesa, HaloPesa, or Airtel Money) by its sender, then read into a structured Financial Event.
4. Reconciliation and fraud checks run automaticallyImmediately after parsing, FIAE checks every event's balance math and screens for suspicious patterns — no separate step required.
5. Review the completed batchSee how many SMS were found, how many parsed successfully, how many failed, how many new accounts were discovered, and how many audit flags were raised.

The Three Dashboards

How Reconciliation Works

For every account, FIAE walks through events in time order. For each one it calculates the balance it expects (previous balance, minus cash-outs/float-outs/bill payments/transfers-out/airtime sales, plus float-ins/commission/reversals) and compares it to the balance the SMS itself reports. The result is marked:

Automatic Fraud & Anomaly Detection

Every import batch is automatically screened against these rules; each one that fires creates an Audit Flag with a severity level:

All thresholds are configurable per provider under FIAE settings, so a business with naturally larger daily float can raise its own large-transaction limits.

Step-by-Step — Investigating an Audit Flag

1. Go to Agency → Intelligence → Audit FlagsFlags are sorted by severity, from Critical down to Info.
2. Open a flagReview the flag type, description, and the underlying evidence (the exact SMS and amounts involved).
3. Assign it to a staff member (optional)Useful when a supervisor wants a specific person to look into it.
4. InvestigateCompare against the agent's physical cash count or provider statement.
5. Resolve the flagMark it Resolved (a real issue was found and corrected) or False Positive (nothing was actually wrong), with a short note explaining the outcome — a minimum of 5 characters is required so flags can't be dismissed with no explanation.

FIAE Reports

Permissions

Troubleshooting

Related Topics: AI-Assisted Fallback Commissions Bridge Transfers Vault

Overview

The Personnel module (HR) covers the entire employee lifecycle: hiring and onboarding, daily attendance, payroll processing, leave management, staff loans, performance reviews, and HR reporting.

HR Dashboard

Go to Personnel → HR Dashboard for a summary of your workforce:

Overview

Before you can hire your first employee correctly, six foundation tables need to exist: Departments, Positions, Shifts, Salary Structures, Salary Components, and Leave Types. Skipping this step doesn't stop the system from working, but it does mean employees end up without a shift (so attendance can't detect lateness) or without a salary structure (so payroll can't calculate statutory deductions automatically).

Navigation

Personnel → Setup, with a separate tab for each of: Departments, Positions, Shifts, Salary Structures, Salary Components, Leave Types.

Concepts

Screen Walkthrough

How Salary Components Drive Payroll Accounting

This is the one setup step accountants must get right. Every Allowance component needs an Expense Account (the account debited when the allowance is earned) and every Deduction or Tax component needs a Liability Account (the account credited when the amount is withheld from the employee, representing what the business now owes — to TRA for PAYE, to NSSF for pension contributions, and so on). If you leave a deduction's Liability Account blank, that amount still posts correctly on payday, but it falls into a generic suspense account instead of its own dedicated statutory account — making it harder to reconcile what you owe each authority.

Step-by-Step — Building a Salary Structure

Example: Arusha Agrovet wants a "Retail Staff" pay grade for its shop attendants.

1. Create the Salary StructurePersonnel → Setup → Salary Structures → New. Name: "Retail Staff."
2. Add a Housing Allowance componentType: Allowance. Calculation: Percentage of Basic. Value: 15%. Expense Account: "Salaries & Wages Expense." Taxable: Yes.
3. Add a PAYE componentType: Tax. Calculation: value computed by the payroll engine per Tanzania's PAYE bands. Liability Account: "PAYE Payable."
4. Add an NSSF componentType: Deduction. Calculation: Percentage of Basic. Value: 10%. Liability Account: "NSSF Payable."
5. Assign the structure to employeesOpen each Retail Staff employee's record and set their Salary Structure to "Retail Staff."

Accounting Example — Payroll Approval

Business event: Arusha Agrovet approves August 2026 payroll for cashier Amina Hassan — basic salary TZS 400,000, housing allowance TZS 60,000 (15%), PAYE TZS 18,000, NSSF TZS 40,000 — paid by cash.

The business records the full cost of employing Amina (TZS 460,000) as an expense, while only TZS 402,000 actually leaves the cash account — the remaining TZS 58,000 becomes a short-term liability owed to TRA (PAYE) and NSSF, to be paid when you remit their statutory contributions.

HR Documents & Emergency Contacts

Two smaller setup areas live alongside the main configuration screens:

• HR Documents (Personnel → Employees → open an employee → Documents) — a document vault for contracts, ID copies, CVs, and certificates. Upload any PDF, Word document, or image up to 10 MB and set an optional expiry date; documents expiring within 30 days are highlighted so contracts don't lapse unnoticed.
• Emergency Contacts (Personnel → Employees → open an employee → Emergency Contacts) — one or more contact persons per employee (name, relationship, phone, address). Marking a contact as "Primary" automatically un-marks any other primary contact for that employee, so there is always exactly one clear first call in an emergency.

Troubleshooting

Related Topics: Employees Payroll Attendance Leave Management Chart of Accounts

Employee Directory

Go to Personnel → Staffing → Directory to see all employees. Each employee record contains:

• Personal details (name, date of birth, national ID, gender)
• Contact information (phone, address)
• Employment details (employee number, hire date, department, position, shift)
• Salary information (basic salary, salary structure)
• Bank account details (for payroll transfer)
• Emergency contacts
• HR documents (contract, certificates)

Adding a New Employee

1. Go to Personnel → Staffing → Directory → Add EmployeeFill in all personal and employment details. An employee number is auto-generated.
2. Assign Department, Position, and ShiftThese must be set up first under Personnel → Staffing → Departments, Positions, and Shifts.
3. Assign a Salary StructureLink the employee to a salary structure that defines their base pay and allowances.
4. Add emergency contacts and documentsUpload signed employment contract and other required documents.
5. SaveThe employee is now active in the system and will appear in payroll runs.

Organization Setup

Before adding employees, set up your organization structure:

• Departments — e.g., Finance, Operations, Sales, IT (Personnel → Staffing → Departments)
• Positions — e.g., Branch Manager, Accountant, Cashier (Personnel → Staffing → Positions)
• Shifts — Define work hours, e.g., Day Shift: 08:00–17:00, daily hours = 9 (Personnel → Staffing → Shifts)

Employee Documents

Go to Personnel → Staffing → E-Documents to upload, download, and manage employee documents. Documents are stored securely and can be downloaded by authorized HR staff.

Overview

The Attendance module tracks when employees arrive and leave each day. It supports two modes: staff self-service (clock in/out from any device) and manual attendance entry by HR staff.

Self-Service Clock In/Out

Employees can clock in and out from the My Attendance link in their personal menu — no HR permission required. The system records the timestamp and calculates hours worked, late minutes, and overtime.

Manual Attendance Entry

HR staff can enter attendance manually for a date in the past. Go to Personnel → Attendance → Manual Entry, select the employee, date, status (Present/Absent/Half Day/Leave), and enter clock-in and clock-out times.

Attendance Statuses

Viewing Attendance Logs

Go to Personnel → Attendance to filter attendance records by date range, department, or employee. Use the Attendance Report under HR Reports for a summary.

Overview

The Leave module manages employee time-off requests from submission to approval, and tracks leave balances to ensure employees don't exceed their entitlements.

Leave Types

Go to Personnel → Leave Management → Leave Types to define the types of leave your business offers:

• Annual Leave (e.g., 21 days per year, carries over)
• Sick Leave (e.g., 14 days per year, no carryover)
• Maternity/Paternity Leave
• Compassionate Leave
• Unpaid Leave

How to Apply for Leave

1. Go to Personnel → Leave Management → Apply for LeaveSelect the leave type, start date, end date, and reason.
2. Submit the requestThe request goes to Pending status and notifies your manager.
3. Manager approves or rejectsManager goes to Personnel → Leave Management and reviews the request.
4. Leave balance updatesOn approval, the number of days is deducted from the employee's leave balance and attendance records are updated.

Leave Balance

Each employee's leave balance is tracked per leave type. The balance is set when you configure the leave type (e.g., 21 days per year). Days used are deducted upon approval. Go to the employee's profile to see their current leave balance.

Overview

The Payroll module calculates monthly salaries for all employees, including basic salary, allowances, deductions (PAYE tax, NHIF, NSSF), and staff loan repayments. It generates payslips, a bank transfer file, and posts the accounting entries automatically.

Salary Structures and Components

Before running payroll, set up:

• Salary Components — Individual allowances and deductions (Personnel → Payroll → Components). Examples: Housing Allowance (TZS 150,000 fixed), Transport Allowance (10% of basic), PAYE Tax (percentage, calculated), NSSF (10% of basic)
• Salary Structures — Templates that bundle components for a grade level (Personnel → Payroll → Structures). Example: "Junior Staff" structure includes Basic + Housing + Transport - PAYE - NSSF
• Assign structures to employees — Each employee is linked to one salary structure

Running Monthly Payroll

1. Go to Personnel → Payroll → Payroll Runs → CreateSelect the month and year. The system auto-populates all active employees.
2. Process the payrollClick "Process". The system calculates each employee's gross salary, applies all components, deducts loan repayments (if any), and produces net pay.
3. Review payslipsCheck each employee's payslip for accuracy before approval. Click any employee name to view their detailed payslip.
4. Manager approves the payrollOnce satisfied, the manager with hr-payroll-approve permission approves the run.
5. Post to GLOn approval, the system posts the payroll journal entries to the general ledger.
6. Export bank fileDownload the bank transfer file (CSV) to upload to your bank's online platform for salary disbursement.

Payslips

Every employee can view and download their own payslips under My Payslips in their personal menu — no HR access required. HR staff can also print payslips from the payroll run detail page.

Best Practices

• Finalize attendance records before running payroll — late corrections are difficult
• Always get manager approval before posting payroll to GL
• Keep salary component rates up to date (TRA PAYE brackets change periodically)
• Archive monthly payroll bank files for at least 7 years

Using the Payroll Reserve (RES_PAYROLL)

RES_PAYROLL (Future Salaries Reserve) is an equity earmark account, not a payment source. The payroll module always disburses salaries from CASH — you cannot select RES_PAYROLL as a payment account in the payroll form. Instead, the reserve works as a planning signal: it tells management that a certain amount of equity has been set aside for salaries and must not be spent on anything else.

The workflow has three steps, two of which you post manually via Journal Entries and one that the system posts automatically on payroll approval.

Phase Summary

The HR Loan module manages loans given to employees — salary advances or personal loans repaid through monthly payroll deductions.

Loan Workflow

How Staff Loans Work

1. HR creates a loan application for the employee
2. Manager approves the loan
3. Finance disburses the loan (posts: Debit Staff Loans Receivable → Credit Cash/Bank)
4. Monthly repayment amounts are auto-deducted in the payroll run
5. When the balance reaches zero, the loan is marked as cleared

The Disbursement Queue (Personnel → Staff Loans → Disbursement Queue) shows all approved loans awaiting disbursement.

Go to Personnel → Performance to manage employee performance reviews. Each review can include multiple KPIs (Key Performance Indicators) with target and actual scores. Reviews help with promotion decisions, salary adjustments, and identifying training needs.

Creating a Performance Review

1. Go to Personnel → Performance → New Review
2. Select the employee and review period
3. Add KPIs — each KPI has a name, target value, actual value, and weight
4. The system calculates the weighted overall score
5. Add comments and recommendations
6. Save and share with the employee

Go to Personnel → Reports for workforce analytics:

Overview

The Customer module maintains a central database of all your business's customers. A customer profile is shared across every module that touches that person — savings accounts, loans, POS sales, and invoices all reference the same record, so you always see one complete picture rather than scattered fragments.

Navigation

Management Panel → Manage Customers.

Customer Profile Fields

Step-by-Step — Adding a Customer

1. Go to Management Panel → Manage Customers → Add CustomerRequires the customer-create permission.
2. Fill in the customer's detailsExample: John Mushi, phone +255 7XX XXX XXX, National ID and TIN if available.
3. SaveA unique customer number is assigned automatically, and a savings account and loan account are created for the customer behind the scenes, ready to use.
4. Open the customer's profile to view their Financial SnapshotShows their savings and loan balances together with their POS purchase history — total orders, total spend, and last purchase date — plus their five most recent orders in one place.

Managing a Customer's Status

From the customer list, a customer can be Blocked (temporarily prevents new transactions, for example if a dispute is under investigation) or Reactivated — both actions require the customer-edit permission and are recorded in the activity log.

Exporting Your Customer List

Click Export to download your customer list as CSV, Excel, or PDF, filterable by search term, lifecycle status, and registration date range. Exported columns include customer number, full name, phone, email, National ID, branch, status, and registration date — useful for marketing campaigns, compliance audits, or bulk SMS lists.

Troubleshooting

Related Topics: Customer Savings Customer Loans Invoices Legacy Data Import

Overview

The Knowledge Hub is your organization's internal document library. Store operational procedures, policy documents, training materials, licenses, and reference files that staff need to access regularly. A separate area within it, LUKU Numbers Registry, keeps track of your business premises' prepaid electricity meter numbers.

Using the Knowledge Hub

• Browse — Go to Management Panel → Knowledge Hub to see all assets
• Search — Use the search bar to find documents by name or category
• Download — Click Download to save a file locally
• Upload — Click Create to upload a new document. Add title, category, and description

LUKU Numbers Registry

LUKU (short for "Lipa Umeme Kabla ya Kutumia" — pay for electricity before use) is TANESCO's prepaid electricity token system used across Tanzania. If your business has multiple premises or branches, each with its own prepaid electricity meter, the LUKU Numbers Registry keeps every meter number in one place instead of scattered across sticky notes and old receipts.

Navigation: Knowledge Hub → LUKU Numbers.

Every record can be searched by name or meter number, and every add, edit, or delete is written to the activity log under the "LC Records" category.

Permissions

Related Topics: Legacy Data Import

Overview

Tenant owners and authorized managers can create, edit, and deactivate staff user accounts from Management Panel → Manage Users.

Creating a Staff Account

1. Go to Management Panel → Manage Users → Add StaffYou must have an active branch selected before creating staff accounts.
2. Fill in user detailsEnter the staff member's full name, email address, phone number, and branch assignment.
3. Assign rolesSelect one or more roles for the user. Roles determine which modules and actions the user can access.
4. SaveThe system sends the user a welcome email with login instructions and a temporary password.

Managing User Status

• Toggle Status — Activate or deactivate a user account without deleting it. Deactivated users cannot log in.
• Unlock Login — If a user is locked out due to too many failed login attempts, click Unlock Login to restore their access.
• Edit Roles — Change the permissions assigned to a user at any time.

Security Features

• OTP (Two-Factor Authentication) — Each user can enable OTP from their own profile settings. OTP is sent via SMS or email at login.
• Device Trust — A Tenant Owner setting: when turned on, any staff login from a device the system hasn't seen before is held on a "waiting for approval" screen until the Tenant Owner approves or denies it.
• Inactivity Screen Lock — The system automatically locks the screen after a period of inactivity. Users enter their password to unlock.

See Profile & Security Settings for the full walkthrough of how each of these works from a user's point of view.

Overview

The Roles & Permissions system controls access to every feature in Goju Cloud. A Role is a named group of permissions. For example, the "Cashier" role might have: pos-checkout, savings-create, loans-create. A user assigned the Cashier role gets all those permissions automatically.

Creating a Role

1. Go to Management Panel → User Roles → Create RoleEnter a role name (e.g., "Accountant", "Cashier", "HR Officer").
2. Select permissionsCheck the specific permissions this role should have. Permissions are grouped by module for easy selection.
3. Save the roleThe role is now available to assign to staff members.

Assign a Role to a User

Go to Management Panel → Manage Users, find the staff member, and click Edit Roles. Select the appropriate role(s) and save.

Suggested Role Templates

Overview

Goju Cloud supports an unlimited number of branches (subject to your subscription plan). Each branch has its own data — accounts, transactions, staff, and inventory are isolated per branch. The business owner can switch between branches to view any branch's data.

Creating a Branch

1. Go to Organization → Branches → Create Branch (Tenant Owner menu)
2. Enter the branch name, code, manager name, and location
3. Set the VAT rate applicable to this branch (if different branches have different VAT obligations)
4. Save — the branch is now active and can have staff and accounts assigned to it

Switching Branches

As a Tenant Owner with access to multiple branches, use the Switch Branch button in the navigation to change your active branch context. All data views and transactions will then apply to the selected branch.

Branch Status

Branches can be set to three statuses: Online (normal operation), Maintenance (limited access), or Blocked (no access). Use the branch-system-status permission to change branch status.

Overview

Goju Cloud records every significant user action: logins, transaction postings, approvals, reversals, configuration changes, and more. These audit logs cannot be edited or deleted by any user and serve as the definitive record for investigations and compliance.

Viewing Audit Logs

Go to Management Panel → Audit Logs to see all activity for your branch. Each entry shows:

• Date and time of the action
• User who performed the action
• What was done (e.g., "Posted Expense #EXP-2024-001")
• IP address and device
• Before and after values for data changes

Filtering Logs

You can filter by user, action type, date range, or module to quickly find specific events.

Who Sees What

The most recent 100 entries are shown at a time. A Tenant Owner can clear old log entries (30/60/90/180 days or all) from Management Panel → Audit Logs — this action is itself logged.

Overview

If your business is switching to Goju Cloud from an older system, you don't have to re-type years of customer and product records by hand. Legacy Data Import reads a raw database export from your old system and loads it directly into Goju Cloud. This is a Tenant Owner-only tool, meant to be used once during setup — not a routine feature.

Navigation

This tool does not appear in the main menu. The Tenant Owner reaches it directly at /data-import (ask Goju Cloud support for the exact link during your onboarding/migration project).

What Can Be Imported

Step-by-Step — Importing Legacy Customers

1. Export your old system's data as a SQL fileAsk your previous system provider for a raw database export (a standard INSERT INTO SQL dump), up to 20 MB.
2. Open the Data Import tool and choose "Customers"Select the import type before uploading.
3. Map old branches to new branchesSince your old system's branch IDs don't match Goju Cloud's, tell the tool which old branch corresponds to which of your new Goju Cloud branches.
4. Upload the SQL file and start the importThe tool processes records in batches (100 customers at a time) so large files don't time out — you'll see a progress indicator until it finishes.
5. Review the resultsThe summary shows how many records were imported, how many were skipped as duplicates, and any errors encountered.

Importing Products with Opening Stock

When importing products, you can optionally post their opening stock quantities straight to the General Ledger by supplying a transaction date (which must not be in the future) and enabling "Post to GL." Imported products are placed in an automatically-created "Legacy Data" category so you can easily find and re-organise them afterward.

Troubleshooting

Related Topics: Customers Products Knowledge Hub

Overview

Goju Cloud is one platform serving many independent businesses (tenants) — Moshi Hardware, Arusha Agrovet, Kilimanjaro Pharmacy, and hundreds of others each have their own isolated data. Platform Administration is where the Goju Cloud team creates new tenant accounts, defines subscription plans and which features each plan includes, processes renewals, manages their own internal admin staff and permissions, configures platform-wide settings, sends SMS on behalf of the platform, and monitors the health of the whole system.

Navigation

A SaaS Admin's top navigation is entirely different from a tenant's — there is no branch switcher and no operational menus (POS, Inventory, Savings). Instead the menu covers: Dashboard, Tenants, Subscriptions, Plans, Roles & Admins, SMS Center, System Monitor, and Settings.

What's in This Section

Navigation

Tenants in the SaaS Admin menu.

Step-by-Step — Creating a Tenant Manually

This is how most new businesses join Goju Cloud today (see Creating Your Account for context on self-service sign-up).

1. Go to Tenants → Add TenantRequires the saas-tenant-create permission.
2. Enter the business detailsBusiness name, phone, email, city, and subscription plan. Example: "Kilimanjaro Pharmacy," Moshi.
3. Enter the first branchBranch name, location, phone, and email — every tenant needs at least one branch to operate.
4. Enter the owner's login detailsFirst name, last name, email, and a starting password. This person becomes the Tenant Owner.
5. SaveThe system builds the tenant's entire starting environment in one step — chart of accounts, default departments/positions/shifts, the owner's employee record, default roles, and an active, paid subscription — the business can log in and start working immediately, with no payment step.

Editing, Blocking, and Unblocking a Tenant

• Edit — Update the business name, domain, city, phone, or email from the tenant's detail page.
• Block — Immediately prevents the business from being accessed at all. Use this for serious cases (e.g. non-payment escalation, fraud investigation) rather than routine maintenance.
• Unblock — Restores access.

Troubleshooting

Related Topics: Plans Subscriptions Branches

Concepts

When a tenant's plan has a feature switched off, that entire module vanishes from their menu automatically — there are no broken links or "upgrade to unlock" dead ends. This is the single mechanism controlling which businesses see Inventory, Agency (Bridge/Vault/Commission/FIAE), HR, POS, SMS notifications, and the AI Assistant.

Step-by-Step — Creating a Plan

1. Go to Plans → CreateRequires saas-plan-create.
2. Enter the plan's commercial termsExample: "Growth Plan," TZS 150,000, billed Monthly, 10 users, 3 branches.
3. Save the planIt's created inactive by default until you're ready to offer it.
4. Go to Plans → FeaturesTick every module this plan should include — for example, POS and Inventory, but not the Agency module or AI Assistant for an entry-level plan.
5. Activate the planOnce active, it becomes available to assign to new and existing tenants.

Managing Feature Definitions

Feature Definitions are the master registry of possible module keys — normally set up once and rarely changed. Each has a machine-readable key (lowercase letters, numbers, and underscores only), a display label, an icon, and a badge colour used in plan-comparison screens. A feature key already referenced by a plan cannot be deleted, only deactivated.

Related Topics: Tenant Management Subscriptions

Navigation

Subscriptions in the SaaS Admin menu lists every subscription on the platform, with its tenant and plan.

Step-by-Step — Renewing a Tenant's Subscription

1. Go to Subscriptions, find the tenant, and click RenewRequires saas-subscription-renew.
2. Choose the plan to renew ontoUsually the same plan, but this is also how you upgrade or downgrade a tenant at renewal time.
3. ConfirmThe system calculates the new period automatically — starting from the tenant's current expiry date (so early renewals don't lose paid time), running for one month or one year depending on the plan's billing interval.
4. DoneThe tenant's subscription is immediately marked active and paid — there is no online payment step in this admin-driven flow.

Blocking / Unblocking a Subscription

Distinct from blocking the tenant account itself (see Tenant Management), a subscription can be individually blocked — useful for a billing hold while keeping the tenant's account and data otherwise intact.

Viewing a Tenant's Full Billing History

Open a tenant's subscription history to see every plan they've ever been on and every renewal that has occurred — useful when a tenant disputes a charge or asks when their last renewal happened.

Related Topics: Billing & Payments (Tenant View) Plans

Concepts

SaaS Roles are completely separate from tenant roles (see Roles & Permissions) — they use their own permission namespace (every SaaS permission starts with saas-, e.g. saas-tenant-create, saas-plan-edit) so a platform role can never accidentally be assigned a tenant-only permission, or vice versa.

Step-by-Step — Creating a SaaS Role

1. Go to Roles & Admins → Roles → CreateName the role, e.g. "Support Agent" or "Billing Officer."
2. Select permissionsGrouped by module — Tenants, Plans, Subscriptions, Settings, and so on. Example: a Billing Officer role might get saas-subscription-view, saas-subscription-renew, and saas-tenant-view, but not saas-tenant-create or saas-settings-edit.
3. SaveThe role is ready to assign to platform admin users.

Managing Admin Users

Go to Roles & Admins → Admin Users to add a new Goju Cloud team member, set their name, email, phone, and password, and assign them a role. Their status can be toggled Active/Inactive at any time — inactive admins cannot log in.

Related Topics: Tenant Roles & Permissions SaaS Activity Logs

Screen Walkthrough

The Maintenance Switch — What It Actually Does

Turning platform Status to Offline immediately signs out and blocks every user on the entire platform except SaaS Admins, showing them "The system is currently undergoing maintenance." Use this only for genuine platform-wide maintenance windows (e.g. a database migration), since it affects every tenant business at once.

Troubleshooting

Dashboard

Go to SMS Center to see your SMS gateway account balance and estimated units remaining, total messages sent (today and all-time), delivery success rate, and a breakdown of how many users across the platform have a phone number on file.

Step-by-Step — Sending an Ad-Hoc SMS

1. Go to SMS Center → Send SMSRequires saas-settings-edit.
2. Choose your recipientsEither search and select existing platform users, or paste in phone numbers manually (one per line or comma-separated).
3. Write your messageUp to 960 characters.
4. SendDelivery is logged with who sent it and to how many recipients.

Message Templates

Create reusable SMS or email templates (name, channel, subject, content) for common platform-wide messages — these are separate from any tenant's own message content and exist purely for platform communications.

Managing SMS Logs

Old SMS logs can be purged by age (30/60/90/180 days, or all) to keep the log table manageable.

Related Topics: System Monitor

Overview

Whenever an unexpected error occurs anywhere on the platform, it is automatically captured and shown here — this is the Goju Cloud team's early-warning system for problems affecting tenants, without waiting for someone to report it.

Screen Walkthrough

• Error counters — total, today, this week, and this month, each counted once even if multiple admins were notified of the same error.
• 30-day error trend chart — spot whether errors are increasing after a recent deployment.
• Top error types — the 8 most frequent error categories, so you know what to fix first.
• System health snapshot — PHP and Laravel versions, environment, cache/queue/database driver, memory limit, and disk space used — useful when diagnosing performance issues.
• AI usage statistics — total AI requests platform-wide and over the last 30 days, across every tenant.

Actions

• Mark All Read — clears the unread badge without deleting anything.
• Clear All — permanently deletes the error log (use only once issues are confirmed resolved and no longer need investigation).
• Clear AI Logs — purges old AI usage log entries by age.
• Optimize & Clear Cache — clears application, route, configuration, view, and event caches — the standard first step when a deployed change doesn't seem to be taking effect.

Related Topics: SMS Command Center AI Data, Privacy & Limits

Overview

Every action a SaaS Admin takes — creating a tenant, changing a plan's features, renewing a subscription, editing a platform role, updating core settings — is recorded here. This uses the exact same underlying activity log as the tenant-side Audit Logs (see Audit Logs), but the SaaS Admin view is strictly filtered to platform-level actions only — it never shows any tenant's business transactions, and a SaaS Admin cannot browse into a tenant's own activity log from here.

Navigation

SaaS Activity Logs in the SaaS Admin menu. The most recent 100 entries are shown; old entries can be purged by age (30/60/90/180 days, or all) — this action is itself logged, maintaining an unbroken chain of accountability.

Related Topics: Tenant Audit Logs SaaS Roles & Admin Users

Savings & Loans Permissions

Commerce & Invoicing Permissions

Finance & Accounting Permissions

HR Permissions

Inventory & Agency Permissions

AI Assistant Permissions