User Manual
This manual walks through JennyERP in the order you actually use it: build your sample library, send sample documents to customers, turn approved samples into sales and purchase orders, track inventory, and record the money. Each section links to a deeper how-to.
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New here? Take the 5-minute Getting Started tour first, or open the live demo and follow along.
This guide covers Samples and Sales / Inventory (PSI) — the parts of JennyERP that are ready for daily use.
Part 1 · Samples
The sample library is the heart of JennyERP — your physical wall of swatches turned into a searchable, shareable digital catalog.
What a sample holds
Each sample is one record with:
| Field | Notes |
|---|---|
| Code | Auto-generated, unique — the sample's ID |
| Name | Product / fabric name |
| Composition | e.g. 95% Cotton / 5% Spandex |
| Width & Weight | Face width and grammage (g/m²) |
| Type | Knit, woven, lace, etc. |
| Colors (SKUs) | One or more color variants — see below |
| Images | Public / internal / private image sets |
| Tags & Notes | For search and internal remarks |
There is no single "main color" on a sample — color lives entirely in the Colors / SKU tab, because one sample usually comes in several colors.
Add or edit a sample
Go to Samples → Add sample. Fill in the fields above, add color variants and images, and save. To change one later, open it and choose Edit. Bulk-import many samples at once from the toolbar (Import). See Add & edit samples.
Colors & SKU variants
A sample can carry many color variants (SKUs). Each color has a color code and color name (e.g. 17-1664 TCX · Poppy Red), its own images, stock and price. Open a sample and use the Colors tab. Full detail in Colors & variants.
Color is always shown as code + name, never as a guessed on-screen color swatch — so a dye reference like
17-1664 TCXis never mistaken for a literal RGB color.
The sample detail panel
Click any sample to open its detail panel (a side drawer) with tabs down the left:
| Tab | Shows |
|---|---|
| Sample data | Composition, width, weight, type, supplier, custom fields |
| Images | Public / internal / private image groups |
| Colors | The SKU color cards (code, name, stock, price, print label) |
| Quotations | Every quotation this sample appears on (price, client, date) |
| Sample Sending | Every sample-dispatch record for it (qty, client, date) |
| Supplier Quotes | Prices suppliers have quoted you for this sample |
| Selections | Customer selection records that include it |
| Related | Linked sales & purchase orders |
| Notes | Tags and remarks |
The four record tabs (Quotations, Sample Sending, Supplier Quotes, Selections) appear only if your role has permission for those documents.
Find samples fast
The sample list gives you:
- Keyword search across code, name, composition, color and tags
- Advanced filter by type, weight range and width range
- Tag cloud for one-click filtering
- AI image search — upload a photo and find visually similar fabrics (Image search)
Sharing, labels & recycle bin
- Share a sample (or a whole selection) by link or QR code — customers see only the public images (Sharing).
- Print labels with barcode / QR for the sample or each color (Labels).
- Deleted samples go to the Recycle bin and can be restored (Recycle bin).
Commodities (finished products)
A sample marked as a finished commodity becomes a sellable product. Sales and purchase orders pick from commodities, not from raw samples — so your catalog of swatches stays separate from your sellable product list. Manage them under Commodities.
Part 2 · Sample documents
Four document types take a sample from interest to order. Each is built from your real samples (pick them with the sample picker), and each list shows a thumbnail, document number, party, date and item count.
| Document | Use it to… |
|---|---|
| Quotations | Quote prices to a customer for selected samples |
| Sample Sendings | Record physically dispatching samples to a customer (with courier & tracking) |
| Inquiries | Ask suppliers to quote you (incl. photo-only "looking for this" inquiries) |
| Selections | Capture what a customer selected, e.g. at a fair — shareable as a QR mini-site |
You don't set a document's status by hand — it flows on its own (e.g. unsent → sent → replied). Each document's detail page lets you print or export it, and a quotation or sending can be generated from a selection so you never re-key the samples.
Part 3 · Sales & purchasing
Customers & suppliers
Keep both under Parties. A customer or supplier record carries contacts, the documents and orders tied to them, and a running balance of what they owe or prepaid. See Contacts.
Create a sales order
Go to Sales Orders → New:
- Pick the customer (search by name, code or country).
- Set the order date and delivery date.
- Add line items — choose a product (from commodities), pick its color, enter quantity and unit price. The line amount is calculated for you.
- (Fabric by the roll) type per-roll yardage on a line, e.g.
44, 38, 50— the quantity is summed automatically and the rolls are saved as roll detail (细码). - (Optional) enter a Round-off to shave the total to a round figure — it reduces the amount receivable.
- (Optional) record money in the Receipt block at the same time — see below.
- Create order, or Save as draft to finish later.
The summary box shows Subtotal − Round-off = Total. There is no tax line.
Record a receipt while creating the order (开单即收款)
In the Receipt section, choose Add receipt and enter an amount, a date and the cash account the money landed in. Add more than one line if needed. As you type, JennyERP shows:
- Received — total entered
- Outstanding — what's still owed (Total − Received)
- Over-received — if you took more than the order total
The receipt is saved together with the order, and the customer's outstanding balance updates immediately. You can also add receipts later from the order detail or from Payments.
Save as draft (草稿箱)
Not ready to commit an order? Save as draft keeps it without the usual checks (you can even leave line items unfinished). Drafts don't appear in the normal order list — open them with the Drafts toggle on the Sales Orders list (the toggle shows how many drafts are waiting). Finish a draft any time and create it for real.
Receipt status & outstanding
A sales order tracks a receipt status — Unpaid, Partial, Paid or Over-received — and the list can be filtered by it. The order detail lists every linked receipt and the live outstanding balance. (Sales orders track money and delivery, not an invented "order status" flow.)
Full reference: Sales orders.
Purchase orders
The mirror image for buying: pick a supplier, add lines, track a payment status and outstanding payable, and record payments against it. See Purchase orders.
Returns
Record sales returns and purchase returns with the returned items and amounts — they adjust the relevant balances. See Returns.
Part 4 · Inventory & warehouse
| Screen | What it does |
|---|---|
| Inventory | Stock on hand by product & color, with stock value and a low-stock only filter |
| In / Out orders | Goods received and shipped, with full movement history |
| Transfers | Move stock between warehouses |
| Stocktakes | Count and reconcile physical stock |
| Warehouses | Your storage locations |
Every movement is logged, so the inventory figure always traces back to the documents that produced it.
Part 5 · Finance
| Screen | What it does |
|---|---|
| Cash flow | Every receipt and payment, with a running balance per account |
| Receipts / Payments | Money in from customers, money out to suppliers |
| Accounts | Your bank / cash accounts — every receipt and payment is tied to one |
| Invoices | Issue and track invoices |
Because receipts entered on an order (Part 3) flow straight into Finance, your cash flow and each party's outstanding balance stay correct without double entry. More in Payments.
Part 6 · Reports
The Reports area reads your business back to you — sales and purchase summaries, accounts-receivable aging, stock value and profit. See Reports.
Where to go next
- Set up your team and permissions — Account & team
- Configure custom fields and document numbering — Settings
- Stuck? Support · FAQ