How to start with CEOsofts ERP

What is CEOsofts

CEOsofts is a cloud ERP for Thai SMEs — sales, stock, accounting, and payroll in one system.

• Every pack includes all modules.
• Choose hosting: subdomain on our cloud, your own domain on our cloud, or private lifetime install.
• Trial is about 180 days (see current offer on the pricing page).

1. Sign up for online accounting

Goal: create a company workspace and an admin account so you can use CEOsofts online.

Before you sign up

1. Prepare a company name and an admin email you can access.
2. If you want a subdomain, pick a short English name (letters/numbers only), e.g. myco.
3. If you want your own domain, you will need DNS access later — you can still start and verify DNS afterward.
4. Use www.ceosofts.com when signing up (same site you are on now).

Sign up steps

1. Open Pricing, pick a plan (Subdomain Cloud or Custom Domain Cloud), then press Get Started.
2. Wizard steps: Plan → Company → Account → Workspace → Confirm.
3. Company: company name (required), phone (optional).
4. Account: admin name, email, password — this user becomes Super Admin.
5. Workspace: pick subdomain (e.g. myco.ceosofts.com) or your own domain, depending on the plan.
6. Accept Terms / Privacy (PDPA), then start the trial.
7. You will land in the dashboard (or a DNS guide if you chose a custom domain — you can skip and verify later).

What the system creates for you

• Chart of Accounts, units, item categories, warehouses, tax GL links.
• Sample departments / positions and expense categories for HR and expenses.
• Not created yet: customers, vendors, items, stock quantities, or accounting periods — you add these next.

Go to Pricing

2. Company setup

Do this before posting real documents — tax and periods affect invoices and journals.

Company Settings

Admin → Company Settings (ตั้งค่าบริษัท)

1. Fill company name, legal entity type, email, phone, address, and logo.
2. Enter Tax ID (13 digits) and tax branch (6 digits; head office often 000000).
3. Set currency (usually THB), fiscal year start month, and rounding.
4. VAT: registered or not, VAT rate (default 7%), and whether menu prices include VAT.
5. Optional: display name / brand color / support email for white-label feel.

Accounting periods

Admin → Accounting Period (งวดบัญชี) — create and open monthly periods before posting journals and many documents.

Check seeded masters

• Accounting → Chart of Accounts — adjust if your chart differs.
• Stock → Units / Item Categories / Warehouses — already seeded; add more if needed.
• Admin → Departments / Positions — for HR later.

3. Sales quotation flow

You cannot start with a quotation alone. Create masters first, then follow the document chain.

Start here (prerequisites)

1. Stock → Items — create products/services (link unit + category). Service items may not need warehouse stock.
2. For stocked goods: put quantity into a warehouse via Stock → Add Inventory Receipt, or later via Goods Receipt from a purchase.
3. Sales → Customers — create the customer you will quote.
4. Confirm Company VAT settings and an open accounting period.

Document chain

1. Sales → Sales Quotations — create QT with customer, dates, lines (item, qty, price, tax/discount). Status: draft → send → accept.
2. When accepted: Convert to Sales Order. QT becomes converted.
3. Sales → Sales Orders — Approve (Confirmed). Complete deposit steps if your QT/SO requires a deposit.
4. Sales → Deliveries — create from the SO, set warehouse on stock lines, Ready → Ship.
5. Sales → Invoices — create from delivery and/or SO, then Post.
6. Sales → Payment Recording and/or Receipts — record and post customer payment against the invoice.
7. Optional: Credit Notes, Backorder Queue for unmet quantities.

Cash Sales (shortcut)

For made-to-order food, coffee, and similar counter sales, use Sales → Cash Sales (see section 7) — no QT → SO required.

Typical status path

QT: draft → sent → accepted → converted · SO: draft → approved · Delivery: draft → ready → shipped · Invoice: draft → posted → paid · Payment: draft → posted

4. Purchase order flow

Same idea as sales: masters first, then documents. Stock items must exist before you order and receive them.

Start here (prerequisites)

1. Stock → Items — create the items you will buy (same catalog as sales when you resell).
2. Stock → Warehouses — know which warehouse will receive goods (คลังหลัก is seeded).
3. จัดซื้อ → Vendors — create the supplier.
4. Optional upstream: Purchase Requisitions and/or RFQ, then convert to PO.

Document chain

1. จัดซื้อ → Purchase Orders — create PO (vendor, dates, payment cash/credit, lines). Or convert from PR/RFQ.
2. Submit → Approve (manager). PO moves toward approved.
3. จัดซื้อ → Goods Receipts — receive against the PO into a warehouse, then Approve so stock increases.
4. จัดซื้อ → Purchase Invoices (AP) — create from GR and/or PO, then Post.
5. จัดซื้อ → AP Payments — record payment (cash / transfer / cheque / card; deposit or balance as needed).
6. Optional: Vendor Credit Notes; reports such as PO/GR/PI Report and AP Aging.

Typical status path

PO: draft → pending approval → approved → received/billed · GR: pending → approved · Purchase Invoice: draft → posted → paid

5. Users & permissions

The signup admin is Super Admin. Add staff accounts and assign roles so each person only sees what they need.

Create a user

1. Admin → Users — Create: name, email, password (or send invite).
2. Assign at least one role, then save. You can invite, force password reset, deactivate, or revoke sessions later.

Roles (สิทธิ์)

Admin → Role Management (จัดการบทบาท) — edit a role and tick permissions (view/create/update/delete/post per module).

• Super Admin — Full company access (signup owner).
• Admin — Settings, users, inventory, HR, and many admin tools.
• Accountant — Journals, invoices, customers, payments, bank, reports.
• Manager — Mostly view + approvals (e.g. expenses, leave).
• User — Limited view / self-service style access.

Tip: create the role mix first, then add users — easier than fixing permissions one by one.

6. Other modules

After sales and purchasing work, expand into stock ops, books, bank, and HR.

Inventory (สต็อก)

• Masters: Items, Categories, Units, Warehouses.
• Daily ops: Inventory Receipt, Issue, Transfer, Adjustment, Physical Count, Transactions.
• Reports: Stock on Hand, Stock Card, Valuation, Reorder, Expiry Alert.

Accounting (บัญชี)

• Chart of Accounts, Journal Entries (draft → post → reverse), Budgets, Expenses, Fixed Asset Register.
• Bank Accounts + Bank Reconciliations — import statement, match, finalize.
• Reports: Trial Balance, Balance Sheet, Income Statement, Cash Flow, Budget vs Actual.

HR & Payroll

• People: Employees, Attendance, Leave Requests.
• Payroll: Payroll Runs, Payslips, Adjustments; tax / social security reports.
• Setup: Payroll Cycles, Leave Types/Balances, Company Holidays.
• Link a user to an employee if they need My HR self-service.

Admin & audit

• Departments, Positions, Company Settings, Subscription & Export, Accounting Periods.
• Roles, Users, Audit Log (บันทึกการตรวจสอบ) for system activity.

Suggested first-week order

1. Sign up → Company Settings + Accounting Periods.
2. Items + opening stock; Customers; Vendors.
3. Try one full sales chain and one full purchase chain.
4. Add Users with Accountant / Manager roles.
5. Then journals, bank reconciliation, and HR as needed.
6. If you sell food/drinks at the counter, set up Cash Menu and try Cash Sales (section 7).

7. Cash sales (food & drinks)

Use Cash Sales for quick counter sales — e.g. made-to-order food, coffee, drinks, snacks. It is a POS-style screen: tap menu items into a cart and post the sale immediately. You do not need Quotation → Sales Order → Delivery.

When to use Cash Sales

• Restaurants / cafés: อาหารตามสั่ง, กาแฟ, เครื่องดื่ม, ของว่าง
• Retail counter or services sold and paid on the spot
• Not for credit invoices or multi-step B2B delivery — use the sales quotation flow (section 3) instead

Start here (menu setup)

1. Confirm Company Settings (VAT registered or not, and whether prices include VAT) — Cash Sales follows those settings.
2. Sales → Cash Sales → Cash Menu Setup (or open Cash Menu Setup from the Cash Sales page).
3. Add categories first — e.g. Food, Drinks, Coffee, Snacks. Use display order so important groups appear first.
4. Add menu items under each category: name, price, icon (coffee / food / drink / …), and display order.
5. Inventory link (optional): link a menu item to a Stock → Item only if you want stock deducted when sold (e.g. bottled drink). Leave blank for made-to-order food or coffee that you do not track per cup.

Sell at the counter

1. Sales → Cash Sales — pick a category, tap items into the cart, adjust qty if needed.
2. Check totals (VAT shown according to company settings), then post / complete the sale.
3. Repeat for the next customer. Void a sale only when your role allows and the sale should be cancelled.

Reports

• Sales → Daily Cash Sales — day summary
• Sales → Monthly Cash Sales — month summary

Tips for food & coffee shops

• Keep menu names short and clear on the POS buttons (e.g. กาแฟร้อน, ข้าวผัดไก่).
• Group by how staff sell: Drinks vs Food, not by accounting accounts.
• Track stock only for items that matter (bottles, packaged goods). Skip stock link for cooked-to-order dishes.
• Give cashiers a role with cash_sale permissions; managers need report access for Daily/Monthly reports.

Dashboard & menus

After login the dashboard shows KPIs, financial trends, and shortcuts. Use the top menu for each module.

Tips

• Subdomain URLs like company.ceosofts.com need wildcard DNS from the host — until then, use www.ceosofts.com/login.
• Custom domain needs TXT + CNAME verification; you can skip and finish later in Settings → Subscription.
• Change default passwords for any seeded demo/platform accounts on production.
• Need help? Open Contact for email and phone, or use the footer links.