How to Use Wareena Water BMS

1. Getting Started (15-minute setup)

Follow these seven steps once and your business is ready to run:

1. Create your account. Register a free account, then add your company name, logo, address and phone in Settings so they appear on every invoice and report.
2. Set your prices & areas. In Settings, enter the price for each product (19L refill, 1.5L pack, etc.) and list your delivery areas so they appear in the customer and delivery forms.
3. Add your customers. Open Customers → Add Customer. Enter name, area, phone and rate. Take a security deposit for bottles or dispensers if you use one.
4. Record deliveries. Use Quick Entry → Delivery. Pick the customer, add products and quantities, record any empty bottles returned and the amount received. The invoice, stock, bottle balance and accounting all update automatically.
5. Send invoices. Open Invoices to generate a single invoice or a monthly statement, then download the PDF or share it on WhatsApp.
6. Track payments & recovery. Record customer payments (cash, EasyPaisa, JazzCash, bank) in Quick Entry → Customer Payment, and watch the Outstanding list to recover dues.
7. Review your accounts. Open Accounting to see your Trial Balance, Balance Sheet, Profit & Loss and Cash Flow — produced automatically from your entries.

Tip: add your logo in Settings first — it appears on every invoice, quotation and report PDF.

2. The Dashboard

The Dashboard is your home screen. It shows today's sales, this month's revenue, outstanding balances, bottles with customers, low-stock alerts and quick stats. Use it every morning to see the health of your business at a glance. A live "✓ Saved" indicator at the top confirms your data is safely synced to the cloud.

3. Quick Entry — your daily work

Quick Entry is where you record everything that happens in a day. It has separate forms:

• Delivery: record a sale — pick the customer, add products and quantities, note empty bottles returned and any damaged bottles, and enter the amount received. Everything else (invoice, stock, bottle balance, accounting) updates automatically.
• Customer Payment: record money received from a customer by cash, EasyPaisa, JazzCash, cheque or bank.
• Supplier Payment: pay a supplier against their bills.
• Purchase / Stock In: buy inventory, a dispenser or a fixed asset. Choose the product; for a dispenser or asset it is routed to the right place automatically.
• Expense: record routine costs like fuel, electricity or salaries.
• Partner Entry: record partner investments or withdrawals.

Every form pre-fills the next document number (INV-, C-, EXP-, BILL-…) so numbering is always correct.

4. Customers & Ledgers

Add each customer once with name, type, area, phone, rate and opening balance. Open a customer's Ledger to see every delivery, payment and their running balance, plus their bottle account and any security deposit held. You can print or PDF the ledger for the customer.

5. Bottle & Dispenser Tracking

The Bottle Tracker shows filled stock, total delivered, empties returned, damaged bottles and how many are currently with customers. The formula is simple: Delivered − Returned = With customer. Record returns on each delivery to recover empties. Dispensers are tracked separately in the Dispenser Record with their own deployment status and security deposits.

6. Invoices & Statements

Open Invoices to create a single invoice from a delivery, a monthly statement (all of a customer's deliveries in one bill) or a weekly statement. Each carries your logo and a unique number. Download the PDF, print it, or share it on WhatsApp. Monthly statements are ideal for offices, hotels and restaurants.

7. Inventory & Purchases

Inventory shows your stock levels, value and low-stock alerts. When you record a Purchase / Stock In, filled bottles and products increase your stock and post to accounting; a dispenser goes to the Dispenser Record and Asset Register; a fixed asset (vehicle, machine) goes to the Asset Register and Balance Sheet.

8. Purchase Record

The Purchase Record is a single reconciliation log of every purchase you make — inventory, dispensers and assets — with filters by date, type and status. Tick "Reconciled" to cross-check against your supplier bills. It is a standalone view: it does not change your accounting, it just helps you verify.

9. Accounting & Reports

Everything you record posts to a full double-entry ledger automatically. In Accounting you get the Cash & Bank Book, Trial Balance, Profit & Loss, Balance Sheet, Cash Flow and Bank Reconciliation. In Reports you get sales, customer, product and other analytics. Use the period buttons — Today, This Week, This Month, All Time — to change the range. Every report can be downloaded as PDF or CSV.

10. HR, Salary & Sales Team

Add staff, mark attendance and generate branded salary slips. If you run field sales, the Sales Team module records salesman visits, order bookings, expenses and shop records.

11. Quotations

Build a professional, detailed price quotation for any client — line items, discount, tax, notes and terms — with a branded PDF. Quotations are standalone (they do not affect accounting) and auto-number as QUO-001, QUO-002…

12. Route & Delivery Tracking

Plan delivery routes with an ordered list of stops, then start a live run for the day and tick each stop delivered or skipped. A progress bar shows how far along the run is. This is a standalone operations tool.

13. Team, Roles & Permissions

From Team & Roles you create staff logins (driver, operations manager, accountant, partner, worker). Each role sees only the tabs it needs. You can fine-tune access per person with a permissions checklist — including whether they can Edit & Delete records. Drivers get a login email and password you share with them.

14. Editing & Deleting Entries

Made a wrong entry? On Deliveries, Purchases and Expenses you will see Edit ✏️ and Delete 🗑️ buttons. Deleting fully reverses the entry (stock, payments and accounting are all corrected); editing reverses it and loads it back into the form to fix. These buttons are only visible to the admin and to team members you have granted the edit/delete permission.

15. Auto Numbering & Settings

In Settings → Document & Bill Numbering you set the prefix and next number for every document type (customer, bill, receipt, expense, quotation…). Numbers auto-increment on every new entry. Settings is also where you manage your logo, prices, stock thresholds, areas, SMTP email, WhatsApp, payment accounts and analytics.

16. Backup & Clear Data

In Settings you can export a full JSON backup of your data, import it back, or Clear All Data for a fresh start. Clear All Data wipes every entry from both this device and the cloud, but keeps your company settings so you can start entering immediately. Use it carefully — it cannot be undone.