MediaPro ERP follows this core business flow: Client → Project / Order → Quotation → Client Approval → Design / Artwork → Production → Challan / Delivery → Bill / Invoice → Payment → Money Receipt → Client Ledger → Actual Cost → Profitability → Finance → Reports When a job is created correctly, later steps remain connected to the same Client, Work Order, Invoice and financial records.

Purpose: Quickly review the current business position and start required actions. Location: Dashboard

Steps:

• • Log in to ERP and open Dashboard.
  • Review receivables, received/finance summary, job status and action items.
  • Use Quick Bill, Quick Challan or Delivery Label when a quick document is needed.
  • Open Finance/Accounts for Cash/Bank/MFS breakdown.

Result: Dashboard provides entry to the main Client, Operations, Finance and Reports workflows.

Purpose: Create a master profile for each Business or Individual client and keep related work/documents together. Location: Clients

Steps:

• • Select + Add Client.
  • Select Client Type: Business or Individual.
  • Enter name/company, contact, address and required details.
  • Save.
  • Open the client profile to use Overview, Projects & Orders, Brands / Products, Quotations, Bill / Invoice, Payments, Client Ledger, Files / Proofs, Portal Access and Notes.

Result: Projects / Orders can now be created under the client. Important: A client linked to a Job or Invoice cannot be directly deleted; use Inactive when appropriate. Create the Client before creating work.

Purpose: Manage the client's real work, supply, design or recurring job as a Work Order. Location: Projects & Orders → + New Project / Order

Steps:

• • Select Client.
  • Enter Job / Quotation Title.
  • Set Creative Assignment and Status.
  • In Work Sheet Items enter Item/Product, Specification, Unit, Quantity and Rate.
  • Use Smart Product Preset when useful; prefilled values remain editable.
  • Add Google Drive/Gmail artwork link and low-resolution preview URL when required.
  • Add estimated cost heads under Internal Printing Costing & Profit.
  • Save Project / Order.

Result: Quotation, artwork/production status, delivery, invoice and cost tracking can be linked to the same Work Order. Important: Banner/festoon/digital items support width × height × rate per sq.ft pricing. Previous Work import is a separate workflow; do not enter the same old due again as Client Opening Due.

Purpose: Send job items/value to the client as a quotation and record approval. Location: Project / Order → Quotation / Approval

Steps:

• • Verify Project / Order items and selling value.
  • Create/open the Quotation.
  • Verify creative/design charge, delivery charge, discount and VAT where applicable.
  • Send/print the Quotation PDF for the client.
  • After client approval, use the Quotation Approval action.
  • Save approval information.

Result: Approved work can proceed to Design/Production. Important: Internal costing is back-office information and is not intended for client quotation printing. Check linked workflow before Cancel/Delete.

Purpose: Track each item from design through delivery. Location: Projects & Orders → Job Profile / Operations

Steps:

• • Use Item Status: Draft → Quoted → Client Approved → Design in Progress → Awaiting Artwork Approval → Printing / Production → Ready for Delivery → Partially Delivered → Delivered.
  • Add artwork/preview link.
  • Review proof feedback in Files / Proofs or portal response.
  • Set the item to Ready for Delivery when production is complete.

Result: Ready for Delivery items can proceed to Challan/Delivery. Important: Cancelled work has a separate status; delivery quantity cannot exceed ordered quantity.

Purpose: Record delivered quantity, destination and packing and generate a Challan. Location: Project / Order → Delivery / Challan

Steps:

• • Open Delivery Now / Challan.
  • Enter Delivery Date.
  • Enter delivery destination and full Delivery Address.
  • Add Received By and landmark/location if needed.
  • Enter the quantity delivered on this Challan for each item.
  • Enter Packing, Master Cartons and Sub Cartons / Master.
  • Save Delivery/Challan.
  • Edit the Challan when location/packing/quantity needs correction.

Result: Partial delivery keeps the job/item Partially Delivered; full quantity makes it Delivered. Important: Delivery quantity cannot exceed remaining order quantity. Sub Cartons / Master requires at least one Master Carton. Delivery address is validated as required.

Purpose: Bill delivered/approved work and create receivable. Location: Finance / Bill / Invoice or Client → Bill / Invoice

Steps:

• • Open/create the related invoice.
  • Verify Client/Job and line items.
  • Verify issue date, due date, amount and status.
  • Check all details before final issue if the invoice is Draft.
  • Print/download Invoice PDF.

Result: An issued invoice creates client receivable until payment is recorded. Important: Draft and Cancelled invoices are treated differently in receivable calculations. Recording payment against the invoice updates paid/due automatically.

Purpose: Receive client payment, reduce Invoice due, increase the selected account balance and generate a Money Receipt. Location: Bill / Invoice → Record Payment or Client Ledger → Record Payment

Steps:

• • Open Record Payment.
  • Enter Amount; do not exceed invoice due.
  • Select the Cash/Bank/MFS Account receiving the money.
  • Select Method: Cash, Bank, bKash, Nagad or Card.
  • Enter Transaction Reference and Payment Date.
  • Save Payment.
  • Open the receipt from Payment History / Money Receipts.
  • Use Download PDF on MediaPro Pad.

Result: Invoice status becomes Paid/Partially Paid, Client Ledger updates and income movement is posted to the selected account. Important: Each recorded payment has a Money Receipt. The QR verification page shows current invoice status. Money Receipt uses A5 landscape single-page pad format.

Purpose: Review one client's invoices, payments, due and related financial history together. Location: Client → Client Ledger or Central Ledger

Steps:

• • Select Client.
  • Reconcile invoice total, payments and balance due.
  • Record Payment from a due invoice when needed.
  • Open Money Receipt from its link.
  • Verify movement source through its reference.

Result: Client Ledger is the primary client receivable reconciliation view.

Purpose: Record actual supplier/vendor production cost and review final profitability. Location: Project / Order → Actual Cost / Job Cost

Steps:

• • Select cost head/item.
  • Enter Actual Cost amount.
  • Enter Vendor/Supplier.
  • Select Paid or Unpaid/Payable where applicable.
  • If Paid, select Cash/Bank/MFS account.
  • Save Actual Cost.
  • Review Profitability/Cost Variance again.

Result: Profitability and cost variance update after actual costs are saved. Important: A Paid Actual Cost requires sufficient available balance in the selected account. If balance is insufficient, keep it Unpaid/Payable, add opening balance or record incoming funds. Each selected item requires Actual Cost.

Purpose: Track where business funds are held and which sources move money in/out. Location: Finance → Accounts / Cash-Bank-MFS Breakdown

Steps:

• • Enter Account Name.
  • Select Type: Cash, Bank, Mobile Banking or Card.
  • Enter the correct Opening Balance.
  • Add Account.
  • Review Date, Account, Source, Reference, Money In, Money Out and Running Balance in Breakdown.
  • Use View Source to open the related payment/job-cost source.

Result: Current balance is derived from Opening Balance + income - expense movements. Important: Use the real opening balance; an incorrect opening balance distorts all later balances.

Purpose: Record general business expense, capital, drawing, transfer and financial movements. Location: Finance

Steps:

• • For an expense, select Category, Vendor, Amount, Date, Account and optional Job.
  • Save Expense.
  • For account transfer, select From/To account and amount.
  • Record Owner Capital or Drawing as separate transactions.
  • Reconcile finance summary and account balances.

Result: Expenses reduce account balance and affect expense/profit reporting.

Purpose: Review income, expense, profit, receivable and jobs by status for a date range. Location: Reports

Steps:

• • Select From and To dates.
  • Press Apply.
  • Review Income, Expense, Profit and Receivable KPIs.
  • Review Jobs by Status.
  • Export CSV when needed.

Result: The current source provides transaction income/expense and job-status summary for the selected period. Important: Report Profit is transaction Income - Expense for the period; it is not the same metric as per-job gross margin.

Purpose: Create a quick printable/PDF document without creating a full ERP record. Location: Dashboard → Quick Documents

Steps:

• • Select Quick Bill, Quick Challan or Delivery Label.
  • Enter Recipient/Company, Attention, Address and Mobile.
  • Enter item/description and required quantity/rate/packing.
  • For Delivery Label enter label count.
  • Press Preview PDF or Download PDF.

Result: A printable PDF is created directly. Important: Quick tools do not create Job, Invoice, Challan, Ledger or Finance transactions. Delivery Label defaults to 8 labels per A4 page; extra labels continue to the next page.

Purpose: Estimate printing production cost and support quotation planning. Location: Printing Cost Calculator

Steps:

• • Start a new calculation.
  • Enter required paper/press/post-press/finishing costing inputs.
  • Review calculated production cost.
  • Save the calculation if needed.
  • Open or delete old calculations from Saved Calculations.

Result: The estimate can be used as a Project/Quotation planning reference. Important: Calculator estimate is not Actual Job Cost; record actual cost separately after production.

Purpose: Give a client secure access to relevant orders, proofs/files and invoices. Location: Client Profile → Portal Access / Files / Proofs

Steps:

• • Generate Portal Access from the client profile.
  • Share required file/proof with the job.
  • The client can view relevant order, proof/file and invoice in the portal.
  • Review proof response/feedback in ERP activity.
  • Disable access when no longer required.

Result: The client can view relevant records without ERP admin access. Important: Keep portal access link/token private. Portal invoice view is not intended to expose draft/cancelled invoices.

Purpose: Manage company document appearance, PDF pads and ERP operational settings. Location: Settings

Steps:

• • Review company/document settings.
  • Upload required PDF Pad for Quotation, Invoice, Challan and Money Receipt.
  • Follow the pad dimension requirement.
  • Save settings and generate a sample PDF to verify.

Result: Later generated documents use the configured pad/layout. Important: Money Receipt pad must follow Half-A4 / A5 landscape 210 × 148.5 mm requirement.

Purpose: Clear testing data at company scope or administrator maintenance scope. Location: ERP Settings / WordPress Admin → Tools → MediaPro ERP Maintenance

Steps:

• • Follow confirmation instructions for company-level reset.
  • Use full testing reset only from the WordPress Administrator maintenance page.
  • Export required invoice/report/data before reset.
  • Enter the exact confirmation phrase and run reset.

Result: ERP operational/test records are cleared according to reset type. Important: Full reset is destructive; never use it on live data. If company reset tenant-safety preflight fails, do not bypass it.

Client cannot be deleted: Linked job/invoice exists → use Inactive instead of delete. Delivery cannot be saved: Quantity exceeds remaining / address missing / packing invalid → correct remaining quantity, address and Master/Sub-carton information. Paid Actual Cost cannot be saved: Selected account balance is insufficient → keep Unpaid/Payable, add opening balance or record incoming funds. Money Receipt not found: Payment has not been recorded → Record Payment from Invoice or Client Ledger. Invoice due is not reducing: Payment was not recorded against the invoice → record payment from the correct Invoice. Quick Bill is not in Ledger: Quick Documents intentionally create no accounting record → use regular Bill / Invoice when accounting is required. Report profit differs from job profit: Report = transaction income-expense; job profitability = selling value versus job cost → use each metric for its intended purpose.