OIKVRA Administrator Guide

1. What the administrator does

The administrator organizes access, companies, rules and modules. They do not need to perform every department task, but they must ensure each person sees only what they need.

1. List the companies and units that will be used.
2. Define the people responsible for each area.
3. Create access profiles by job function, not by individual.
4. Associate users with the correct companies.
5. Enable and configure only the modules used by the operation.
6. Test a real journey with a user from each profile.

2. Users, profiles, permissions and multi-company

Use simple profiles such as Salesperson, Cashier, Stock, Purchasing, Finance, HR, Manager and Administrator. Then associate each user with a profile and allowed companies.

1. Open User Administration.
2. Create or select the user.
3. Associate the companies in which the user can work.
4. Assign the correct profile.
5. Test company selection and menu access.
6. Review access when the person changes roles or leaves the company.

3. Sharing between companies

Some records can be shared between companies in the same group without mixing operations. Example: two stores use the same product record but each keeps its own inventory.

1. Define which companies participate in sharing.
2. Choose the domain to share, such as people or catalog.
3. Test a record in one participating company.
4. Switch to the other company and confirm that the record appears.
5. Check an operation that must remain separate, such as inventory, sales or finance.

4. Catalog, prices, fields and formulas

The administrator defines standards for products and services. Custom fields add information without creating a parallel registry. Formulas calculate values in a controlled way.

1. Define codes, units and groups used by the company.
2. Configure prices and authorized commercial rules.
3. Configure fiscal data required for applicable products.
4. Create custom fields only when standard fields do not solve the need.
5. For calculated fields, create and test the formula with known examples.
6. Validate the result before releasing it to users.

5. Purchasing, inventory and logistics

Configure responsible users, permissions and rules for purchasing, receiving, inventory and shipping before releasing the operation.

1. Define who can create purchases and who can receive.
2. Configure locations and parameters used by inventory operations.
3. Define when lot, expiry, serial or inventory count data are mandatory.
4. Configure Logistics profiles for picking, packages, labels, delivery and pickup.
5. Register the logistics account or adapter used by the company when applicable.
6. Run a full test: purchase → receiving → inventory → picking → delivery.

6. Sales, POS, cash, freight and commission

Define sales, cashier and management profiles. Configure the rules that change the final value, such as discount, freight and commission.

1. Define who can sell, discount, cancel and close cash.
2. Configure payment methods used by the company.
3. Configure freight and commission rules.
4. Associate salespeople, cashiers and terminals when required.
5. Run a test sale with product, customer, payment, freight and commission.
6. Check cash, finance, inventory and reports after completion.

7. CRM, Omnichannel, queues and consent

Configure CRM so the commercial team knows what to do at each stage. Configure queues so conversations are distributed without two people replying to the same customer.

1. Create pipelines and stages with clear names.
2. Define required fields by stage when necessary.
3. Create service or sales teams and queues.
4. Define capacity and members for each queue.
5. Enable the channels used by the company and agent permissions.
6. Define how consent and opt-out are recorded.
7. Test taking, replying, transferring and returning a conversation.

8. Finance, payments, fiscal and accounting

Separate operators from approvers. Configure payment methods, account plans, result centers, fiscal rules and accounting integrations according to the company.

1. Register and review payment methods.
2. Configure financial plan, cost/result centers and other catalogs used.
3. Configure payment providers and credentials in protected storage when applicable.
4. Configure fiscal profile, series, certificate and fiscal environment.
5. Configure the accounting plan and required mappings.
6. Run a test journey: sale or purchase → finance → fiscal → accounting.

9. People, time attendance, payroll and Workforce

Configure the people structure before calculating time or payroll. Workforce reuses these data for outsourcing, posts and rosters.

1. Register organizational structure, roles and employment relationships.
2. Configure shifts, rosters, tolerances and work posts.
3. Define the justification and approval flow for time attendance.
4. Configure payroll items, formulas and rules by effective date.
5. Define profiles that can calculate, review and close payroll.
6. For outsourcing, configure customer, contract, site, post, roster and responsible people.
7. Test a full period before closing the competence.

10. Services, assets, after-sales, projects and calendar

Service companies need standard minimum data for each case. This improves history, deadlines, warranty and billing.

1. Define service types and assets used by the operation.
2. Configure responsible users and Work Order states.
3. Define after-sales case types and operational SLAs.
4. Configure calendars, resources, rooms or professionals used in bookings.
5. Configure projects, tasks and hour/expense rules for professional services.
6. Test a journey from opening to closing.

11. Documents and signature

Documents need source, version and permission. Signature must be applied to the correct document and preserve evidence of the result.

1. Define document types used by the company.
2. Configure templates and fillable fields.
3. Define who can generate, review and send for signature.
4. Configure the signature provider used by the company when applicable.
5. Test generation, review, signature and consultation of the final document.

12. Legal and collections

Configure responsible people, matter types, deadlines and referral rules. In collections, always preserve the link to the source financial title.

1. Define Legal and Collections profiles.
2. Configure matter categories, tasks and documents used by the team.
3. Define responsible people and deadline rules.
4. Configure collection queues or stages when used.
5. Test referrals between Finance, Collections and Legal.

13. BI, reports and analytical access

Define who can see which indicators. For customers that need to query large volumes of data, OIKVRA can use a separate read-only clone database.

1. Define access profiles for dashboards and reports.
2. Validate filters by company and period.
3. Configure TV dashboards when used.
4. For external BI, use read-only access to the authorized analytical environment.
5. Test a heavy query outside the main operational database.

14. Licensing, provisioning and environments

Licensing controls what each customer can use. Provisioning prepares the company, database and resources required for operation.

1. Register the customer in license control.
2. Associate the contracted modules and capabilities.
3. Provision the database and environment according to customer size.
4. For large customers, use a dedicated environment when policy requires it.
5. For customer-datacenter installations, keep centralized licensing and integrity rules.
6. When the customer needs BI, provision the read-only clone database in a separate environment.

15. Company experience and industry modules

Activate the correct experience so menus, terms, forms, reports and journeys make sense for the customer business.

1. Choose the company industry or experience.
2. Review the horizontal modules required by that experience.
3. Configure industry-specific fields and rules.
4. Define access profiles.
5. Run onboarding with sample data.
6. Validate a real industry journey from beginning to end.

16. OIKVRA Academy and guided training

Academy uses versioned courses, enrollment, progress, attempts and mission validation. Training can serve end users and sales representatives.

1. Open Academy administration with an authorized profile.
2. Synchronize the published course catalog.
3. Prepare the training environment used by the group.
4. Enroll the user in the correct course and version.
5. Ask the user to complete lessons and missions.
6. Follow progress and attempt results.
7. When content changes, publish a new course version instead of silently changing the version already used by a group.

17. Checklist before releasing a company

Use this checklist whenever a new company enters OIKVRA or when an important group of modules is released.