Each use case follows one real-life example from start to finish, with sample screens and figures, so you can see exactly how your team would work in Possy ERP.
11 use cases65 guided stepsSample screens & figures
Watch: how to use the use cases (50 seconds). Pick a use case, follow the guided steps, then log in to the live demo and try it yourself with Guide me.
Al Noor Trading LLC in Muscat must send its invoices to the Oman Tax Authority through Fawtara. We'll connect Possy ERP to ConvergeX and check the connection before the first invoice goes out.
Fawtara Company Settings→Test Connection→Ready to send invoices
Use the Next button or your keyboard arrow keys to move through the steps.
Step 1 of 2
Create the Fawtara Company Settings
Oman Fawtara → Fawtara Company Settings → + Add
Choose your Company and tick Enabled
Set Environment to Sandbox while testing; switch to Production when you go live
Enter the Base URL, Client ID and Client Secret from your ConvergeX account
Keep API Mode on Single Entry, the mode ConvergeX recommends
Leave Block cancel of sent invoices ticked: sent e-invoices are corrected with a credit note
Fill the Defaults: item type, ISIC code, Peppol scheme and credit note reason, then Save
Result: Possy ERP knows how to reach Fawtara for this company.
Tip: keep the Client Secret private. Possy stores it encrypted and never shows it again.
New Fawtara Company Settings Not Saved
Save
Al Noor Trading LLC
✓ Yes
Sandbox
https://convergex.biz
Your ConvergeX client ID
••••••••••••••••
Single Entry
✓ Yes
services
0248
Step 2 of 2
Test the Connection
Fawtara Company Settings → Test Connection
Open the settings you just saved
Click Test Connection at the top of the form
Possy signs in to ConvergeX with your Client ID and Secret and shows the result
If it fails, check the Base URL, Client ID, Client Secret and Environment, then try again
Once it passes, send a test invoice in Sandbox before switching to Production
Result: the connection is confirmed, so invoices can be sent to Fawtara.
Tip: the Offline QR menu reserves QR codes in advance, so the shop can keep printing valid invoices if the internet drops.
Al Noor Trading LLC Enabled
Test ConnectionOffline QR ▾Save
Sandbox
https://convergex.biz
Your ConvergeX client ID
••••••••••••••••
✓ Connected to ConvergeX (Sandbox)
Summary
Your company is connected to Fawtara
Settings saved, connection tested. From now on, each submitted Sales Invoice can be sent to the Oman Tax Authority, and the Oman Fawtara dashboard shows what is waiting, accepted or failed.
Company Settings ✓→Test Connection ✓→Send invoices
A hotel group fills in our website form asking about office furniture for a new branch. We'll capture the lead, follow up, send a quotation and win the deal, all in Possy ERP.
Lead→Follow-up→Opportunity→Quotation→Customer + Sales Order
Try it live
Log in to our demo system and do this use case yourself. Click ✨ Guide me on any screen for help.
crm@demo.possy.online
Possy@Crm1
Open the live demo →
Shared demo with sample data. Please don't enter real customer details.
Use the Next button or your keyboard arrow keys to move through the steps.
Step 1 of 6
Capture the Lead
CRM → Lead → + Add
The website enquiry form creates the Lead automatically
Or add it by hand from a call, walk-in or exhibition
Record the Source and Campaign it came from
Assign it to a salesperson as the Lead Owner
Click Save
Result: the lead is in the system, assigned to an owner, and will not be forgotten.
Tip: incoming emails to your sales inbox can create leads automatically too.
CRM-LEAD-2026-00087 Lead
Create ▾Save
Ahamed Nazeer
Green Valley Hotels
+94 71 555 2040
nazeer@greenvalley.lk
Website
Shafna Hameed
Need office chairs and desks for our new Kandy branch, about 50 staff.
Step 2 of 6
Follow Up and Qualify
Lead → Activity → Event / ToDo / Email
Call the customer and log the call on the lead
Send emails straight from the lead, so they are saved in its timeline
Schedule a site visit as an Event
Set a ToDo reminder for the next follow-up
Update the Status to Interested once the need is confirmed
Result: every call, email and meeting is recorded in one timeline that the whole team can see.
Activity · Green Valley Hotels Interested
+ Event+ ToDo
Date
Activity
By
28-10-2026
Lead created from website form
System
28-10-2026
Call: needs 50 chairs, 10 desks
Shafna
29-10-2026
Email: product catalogue sent
Shafna
31-10-2026
Event: site visit, Kandy branch
Shafna
04-11-2026
ToDo: send price proposal
Shafna
Step 3 of 6
Convert to Opportunity
Lead → Create → Opportunity
On the qualified lead, click Create → Opportunity
Add the Items the customer needs, with quantities
Set the Sales Stage and Probability
Set the Expected Closing date
Click Save
Result: a real deal worth LKR 1.2 million is now in the sales pipeline.
Tip: the lead status changes to Opportunity automatically, so nothing is counted twice.
CRM-OPP-2026-00034 Open
Create ▾Save
Green Valley Hotels
Proposal / Price Quote
60%
15-11-2026
Item
Qty
Rate
Amount
Office Chair
50
15,000.00
750,000.00
Office Desk
10
45,000.00
450,000.00
Opportunity AmountLKR 1,200,000.00
Step 4 of 6
Send the Quotation
Opportunity → Create → Quotation
On the opportunity, click Create → Quotation. The items are copied over
Apply a 5% discount for the bulk order
Set Valid Till and add the terms and conditions
Click Save, then Submit
Click Email to send the PDF to the customer
Result: the customer has a professional quote, and the opportunity status is Quotation.
Tip: if the customer asks for changes, Amend the quotation. Every version is kept.
SAL-QTN-2026-00019 Open
EmailSubmit
Green Valley Hotels
20-11-2026
Item
Qty
Amount
Office Chair
50
750,000.00
Office Desk
10
450,000.00
Discount 5%
-60,000.00
Grand TotalLKR 1,140,000.00
Step 5 of 6
Win the Deal
Quotation → Create → Sales Order
The customer accepts the quotation
Click Create → Sales Order
The lead becomes a Customer automatically, with contact and address kept
Submit the Sales Order
The opportunity is marked Converted (won)
Result: the deal moves to sales and delivery, and the full history goes with it.
Tip: if a deal is lost, use Set as Lost and pick a reason, such as price or competitor. This shows you why deals are lost.
SAL-ORD-2026-00031 To Deliver and Bill
Submit
Green Valley Hotels
SAL-QTN-2026-00019
Document
Status
Lead CRM-LEAD-2026-00087
Converted
Opportunity CRM-OPP-2026-00034
Converted
Quotation SAL-QTN-2026-00019
Ordered
Deal valueLKR 1,140,000.00
Step 6 of 6
Track the Sales Pipeline
CRM → Reports → Sales Pipeline Analytics
Open the Opportunity list in Kanban view to see deals by stage
Drag a deal to the next stage as it moves forward
Use Sales Pipeline Analytics to see value by stage
Check the Lead Conversion and Lost Opportunity reports
Filter by salesperson, territory or campaign
Result: managers see what is coming in, what is stuck, and who needs help.
Sales Pipeline · November 2026
KanbanReport
Stage
Deals
Value (LKR)
Prospecting
12
3,400,000
Qualification
8
5,100,000
Proposal / Price Quote
5
4,200,000
Negotiation
3
2,600,000
Won this month
4
3,900,000
Lead to customer conversion18%
Complete
Every customer conversation in one place
Leads, follow-ups, quotations and orders are all linked, so no enquiry is lost and the team always knows the next step.
CaptureLeads from the website, email, calls and campaigns
Follow upCalls, emails, meetings and reminders on one timeline
CloseQuotation to sales order in one click, with pipeline reports
The order now continues in the Sales Cycle: delivery, invoice and payment.
Possy ERP Use Case: Point of Sale (POS Next), Step by Step
Use Case
Fast checkout at the counter, online or offline
We'll set up the counter in our showroom, open a cashier shift, serve a walk-in customer with an automatic offer, take a split payment, handle a return and close the shift, all with POS Next in Possy ERP.
Know what you have, where it is, and what it's worth
We'll set up an item, receive stock from a supplier, send some to our Kandy branch, count the store, let the system reorder automatically, and check the stock value, all in Possy ERP.
Instead of buying office chairs at LKR 9,500, we'll assemble 50 in our own workshop. We'll define the recipe, plan the job, issue parts, track the shop floor and see the true cost, all in Possy ERP.
Bill of Materials→Work Order→Material Transfer→Job Cards→Manufacture→Costing
Try it live
Log in to our demo system and do this use case yourself. Click ✨ Guide me on any screen for help.
mfg@demo.possy.online
Possy@Mfg1
Open the live demo →
Shared demo with sample data. Please don't enter real customer details.
Use the Next button or your keyboard arrow keys to move through the steps.
Step 1 of 6
Create the Bill of Materials
Manufacturing → BOM → + Add
Select the finished Item: Office Chair, quantity 1
List every raw material and the quantity needed for one chair
Tick With Operations and add the steps: Assembly, then Quality Check
Set the Workstation and time for each operation
Click Save, then Submit
Result: the recipe is set, and the planned cost is LKR 8,800 per chair, which is LKR 700 less than buying one.
Tip: parts that you also make yourself, like the seat, can have their own BOM (multi-level BOM).
BOM-CHR-001-001 Default
Submit
Raw Material
Qty
Rate
Amount
Chair Seat
1
3,200
3,200
Chair Base (5-star)
1
1,800
1,800
Gas Lift
1
1,100
1,100
Castor Wheel
5
180
900
Armrest
2
450
900
Screw Set
1
150
150
Operation
Workstation
Time
Cost
Assembly
Assembly Line
30 min
600
Quality Check
QC Bench
10 min
150
Materials 8,050 + Operations 750LKR 8,800 / chair
Step 2 of 6
Create the Work Order
Manufacturing → Work Order → + Add
Select the item and its BOM
Enter the Qty to Manufacture: 50
Set the Work-in-Progress and Target warehouses
Check the Required Items. The system shows what is in stock
Click Save, then Submit
Result: the job is planned, all 6 parts are available, and the materials are reserved.
Tip: use a Production Plan to create Work Orders for many sales orders at once, and to raise purchase requests for any missing parts.
MFG-WO-2026-00018 Not Started
Submit
Office Chair
50
Work In Progress - PE
Finished Goods - PE
Required Item
Required
In Stock
Chair Seat
50
80
Chair Base (5-star)
50
65
Castor Wheel
250
400
… 3 more
Step 3 of 6
Issue Materials to the Floor
Work Order → Start → Material Transfer for Manufacture
On the Work Order, click Start
A Stock Entry opens with all the parts for 50 chairs
Parts move from Stores to Work In Progress
The storekeeper checks the quantities and issues the parts
Click Submit
Result: parts are on the shop floor and the Work Order status is In Process.
MAT-STE-2026-00061 Submitted
Submit
Material Transfer for Manufacture
MFG-WO-2026-00018
Item
Qty
From → To
Chair Seat
50
Stores → WIP
Chair Base (5-star)
50
Stores → WIP
Gas Lift
50
Stores → WIP
Castor Wheel
250
Stores → WIP
Armrest
100
Stores → WIP
Screw Set
50
Stores → WIP
Materials issuedLKR 402,500
Step 4 of 6
Track Work on the Shop Floor
Manufacturing → Job Card
A Job Card is created for each operation automatically
The operator opens their job card and clicks Start Job
They log the time and the Completed Qty as they work
When the job is finished, they click Complete Job and Submit
The next operation (Quality Check) can then begin
Result: you can see the progress, operator and time taken for every step.
Tip: job cards work on a tablet at the workstation, so operators don't need paper.
PO-JOB-2026-00044 Completed
Start JobComplete Job
Assembly
Assembly Line
50
50
Employee
Date
Hours
Qty
Ruwan Kumara
05-11-2026
8.0
16
Ruwan Kumara
06-11-2026
8.0
15
Ilyas Mohamed
06-11-2026
10.0
19
Planned 25.0 h · Actual26.0 h
Step 5 of 6
Finish Production
Work Order → Finish → Manufacture entry
When all job cards are done, open the Work Order and click Finish
Enter the quantity produced: 50
A Manufacture Stock Entry uses up the parts from Work In Progress
The 50 finished chairs are added to Finished Goods
Click Submit
Result: the Work Order is Completed, and the chairs are in stock and ready to sell.
Tip: any scrap or rejected units can be recorded on the same entry.
MAT-STE-2026-00068 Submitted
Submit
Manufacture
MFG-WO-2026-00018 · Completed
Item
Qty
Movement
All 6 raw materials
—
Used from WIP
Office Chair
50
Into Finished Goods
Produced / Planned50 / 50 ✓
Step 6 of 6
Compare Planned and Actual Cost
Work Order → Costing · Manufacturing Reports
Open the completed Work Order and view the Costing section
Compare the planned cost from the BOM with the actual cost
The extra assembly hour shows up as a small difference
The finished chairs are valued at their actual cost
Use Work Order Summary and Job Card Summary to review all jobs
Result: each chair cost LKR 8,824 to make, against LKR 9,500 to buy, a saving of LKR 33,800 on this batch.
Costing · MFG-WO-2026-00018
Report
Cost
Planned
Actual
Raw materials
402,500
402,500
Assembly (25 h → 26 h)
30,000
31,200
Quality Check
7,500
7,500
Total for 50 chairs
440,000
441,200
Cost per chair
8,800
8,824
Saving vs buying (50 × 676)LKR 33,800
Complete
Plan, build and cost every product
Recipes, shop-floor work, stock and accounts are all linked, so you always know what was made, by whom, and at what cost.
PlanBOMs, work orders and production plans
ExecuteMaterial issue and job cards with time logs
MeasureActual cost vs plan for every batch
Finished goods flow straight into Inventory and Sales, ready to deliver and invoice.
Deliver on time, bill every hour, know your profit
Green Valley Hotels has hired us to set up their new Kandy branch office: layout, furniture installation and IT network. We'll plan the work, track time and costs, bill the client and see the profit, all in Possy ERP.
We'll hire an Accounts Executive, add her as an employee, track her attendance and leave, and pay her November salary with EPF and ETF, all in Possy ERP.
We'll admit a new student to the Diploma in Information Technology, put her into a class, mark attendance, record exam results and collect her semester fee, all in Possy ERP.
Possy ERP Use Case: Learning Management (LMS), Step by Step
Use Case
Build, sell and run online courses
We'll create a paid course called "Accounting with Possy ERP", add video lessons and quizzes, run a live batch, enroll students who pay online, track their progress and issue certificates, all in Possy ERP.
Log in to our demo system and do this use case yourself. Click ✨ Guide me on any screen for help.
lms@demo.possy.online
Possy@Lms1
Open the live demo →
Shared demo with sample data. Please don't enter real customer details.
Use the Next button or your keyboard arrow keys to move through the steps.
Step 1 of 6
Create the Course
Open /lms → Courses → Create
Enter the Title, a short introduction and the course image
Add the Instructor and Tags
Tick Paid Course and set the Price: LKR 15,000
Tick Enable Certification
Tick Published, then click Save
Result: the course appears in the public course catalogue, ready for students to find.
Tip: keep a course unpublished while you build it, and publish it when it is ready.
Accounting with Possy ERP Published
Save
Nuwan Rathnayake
ERP, Accounting, Beginner
✓ · LKR 15,000
✓
Learn to run sales, stock and accounts in Possy ERP from day one. No accounting background needed.
Step 2 of 6
Add Chapters and Lessons
Course → Outline → Add Chapter / Add Lesson
Add a Chapter for each topic
Add Lessons inside each chapter
Write lesson content in the editor and embed a video (YouTube or upload)
Insert a Quiz or Assignment into any lesson
Drag lessons and chapters to reorder them
Result: the course has 4 chapters and 14 lessons, with quizzes to check understanding.
Tip: mark the first lesson as a Preview so visitors can try it before they buy.
Course Outline
+ Chapter+ Lesson
1. Getting Started
▶ Welcome and tour of Possy ERPPreview · 6 min
▶ Setting up your company12 min
✎ Quiz: the basics5 questions
2. The Sales Cycle
▶ From quotation to invoice15 min
▶ Receiving payments10 min
… 2 more lessons
3. Inventory · 4 lessons
4. Reports & Year End · 3 lessons + Assignment
Step 3 of 6
Create a Batch with Live Classes
/lms → Batches → Create
Create a Batch (a group of students) and set the start and end dates
Add the course to the batch and set the number of Seats
Add the batch timetable
Schedule Live Classes. A Zoom link is created and sent to students
Publish the batch so students can register
Result: a 4-week evening batch, with live sessions every Tuesday and Thursday.
Tip: the same course can run as a self-paced course and as live batches at the same time.
November Evening Batch Published
+ Live Class
10-11-2026 → 05-12-2026
30
Live Class
Date & Time
Link
Kick-off & setup
Tue 10-11 · 7:00 PM
Zoom
Sales cycle live
Thu 12-11 · 7:00 PM
Zoom
Inventory workshop
Tue 17-11 · 7:00 PM
Zoom
… 5 more
Step 4 of 6
Enroll and Collect Payment
Course page → Enroll Now → Payment
The student signs up with their email or Google account
They open the course and click Enroll Now
They enter billing details and pay online through the payment gateway
After payment, the course unlocks straight away
Admins can also add students by hand, for example corporate groups
Result: 26 of the 30 seats are filled, and LKR 390,000 has been collected.
Enrollments · November Evening Batch
+ Add Student
Student
Enrolled
Payment
Aashiq Rahman
03-11-2026
Paid
Kavindi Senanayake
03-11-2026
Paid
Hasan Farook
04-11-2026
Paid
Dulani Herath
05-11-2026
Paid
Seats 26 / 30 · RevenueLKR 390,000
Step 5 of 6
Track Progress and Grade Work
Batch → Dashboard · Quizzes · Assignments
Students watch lessons at their own pace, and each lesson is marked complete
Quizzes are marked automatically, and students see their score at once
Students upload the final Assignment (a set of year-end reports)
The instructor reviews and grades it, with comments
The batch dashboard shows who is on track and who needs help
Result: the instructor sees every student's progress and scores in one place.
Tip: students can be booked for a one-to-one Evaluation before they get the certificate.
Batch Dashboard
AssignmentsStudents
Student
Progress
Quiz Avg
Assignment
Aashiq Rahman
92%
Pass
Kavindi Senanayake
85%
Pass
Hasan Farook
78%
Pending
Dulani Herath
60%
Not started
Average course progress74%
Step 6 of 6
Issue the Certificate
Course → Certificates
The student finishes all lessons and passes the assignment
The Certificate is issued automatically, or by the instructor after the evaluation
The student downloads it as a PDF
Each certificate has a link that anyone can open to verify it
Students can add it to their LinkedIn profile
Result: Aashiq is certified, and his certificate is listed on the public certified participants page.
Tip: design your own certificate template with your logo and signatures.
Certificate Issued
ShareDownload PDF
Certificate of Completion
This is to certify that
Aashiq Rahman
has successfully completed
Accounting with Possy ERP
Issued 05-12-2026Nuwan Rathnayake, Instructor
Complete
Your own online academy, built in
Courses, live batches, payments, assessments and certificates are all on your own Possy ERP site, with your branding and your students' data in one place.
CreateCourses, video lessons, quizzes and assignments
TeachLive batches with Zoom classes and progress tracking
EarnPaid courses, online payments and verifiable certificates
Use it to sell courses, train your customers on your product, or onboard and upskill your own staff.
Possy ERP Use Case: Interest-Free Loan, Step by Step
Use Case
An interest-free loan, from application to settlement
A customer applies for a LKR 600,000 interest-free loan, repaid over 12 months. There is no interest and no late-payment penalty: the customer repays exactly what was borrowed.
Possy ERP Use Case: Business Reports, Step by Step
Use Case
Every number you need, always up to date
Every sale, purchase, stock movement, timesheet and payslip in Possy ERP feeds these reports automatically. Here is how Possy Enterprises is doing from April to October 2026.
Monthly Attendance Sheet: each employee's present, absent, late and leave days
Employee Leave Balance: leave taken and remaining, by leave type
Salary Register: every payslip component for the month
Group by Department to see the payroll cost of each team
Use the EPF and ETF totals for the monthly statutory returns
Result: October payroll is LKR 605,000 gross for 8 staff, with 96.2% attendance.
Tip: Employee Birthday, Employee Exits and Headcount reports are in the same menu.
HR Summary · October 2026
Refresh
96.2%
11
7
Department
Staff
Gross
EPF 8%
Net Pay
Accounts
2
230,000
14,720
215,280
Sales
3
195,000
12,480
182,520
Operations
3
180,000
11,520
168,480
Total
8
605,000
38,720
566,280
Employer EPF 12% + ETF 3%LKR 72,600
Report 6 of 6 · Accounts
Accounts Receivable Ageing
Accounting → Accounts Receivable
See every unpaid invoice and the customer who owes it
Amounts are grouped by how overdue they are: 0–30, 31–60, 61–90 and 90+ days
Use Accounts Receivable Summary for one line per customer
Send payment reminders or statements straight from the report
Use Accounts Payable for what you owe your suppliers
Result: customers owe LKR 2.06 million. LKR 185,000 is over 90 days old and needs follow-up now.
Accounts Receivable · 31-10-2026
Send ReminderRefresh
Customer
0–30
31–60
61–90
90+
Green Valley Hotels
1,140,000
—
—
—
Seylan Hotel
—
410,000
—
—
City School
—
—
320,000
—
Lakeview Apartments
—
—
—
185,000
Total
1,140,000
410,000
320,000
185,000
Total outstandingLKR 2,055,000
Complete
Decisions based on live numbers
Every report reads straight from the transactions, so there is no month-end spreadsheet work and every figure can be traced back to its source document.
Drill downClick any figure to see the entries and documents behind it
ShareExport to Excel or PDF, or add charts to a dashboard
AutomateEmail any report daily, weekly or monthly with Auto Email Report
Managers can get the P&L, stock and receivables reports in their inbox every Monday morning.
See your organisation running on one system
Book a free demo and we'll show you how it works for your sector.
