OIKVRA
PTENES
OIKVRA Documentation · English

OIKVRA Easy User Guide

Step-by-step guidance for daily tasks, written in plain language with practical examples.

How to use this guideDo not read everything at once. Open only the task you need. Follow the steps in order and check “How to know it worked”.

1. First steps

Use this section on your first day. The goal is to sign in, choose the correct company and understand where you are before recording any information.

  1. Sign in with your user name and password.
  2. Look at the selected company name at the top of the screen. If you work with more than one company, choose the correct company before continuing.
  3. Open the main menu. Look for the task you need, such as Sales, Purchasing, Inventory, CRM or People.
  4. If you cannot find an option, do not try to bypass access. Your profile may not have permission for that task.
  5. Use search and contextual help whenever you are unsure.
How to know it workedYou can see the active company, your user and the menus allowed for your profile.
If you see a blockConfirm that you entered the correct company. If a menu is missing, contact the person responsible for OIKVRA in your company.

2. People, customers and suppliers

In OIKVRA, one person can be a customer, supplier, employee or have more than one role. Search before creating a new record to avoid duplicates.

  1. Open Master Data or People.
  2. Search by name, tax ID, phone number or another available field.
  3. If the person already exists, open the record and review the data.
  4. If the person does not exist, choose New record.
  5. Fill in the main data first. Then complete contacts, addresses and commercial conditions.
  6. Save and review the record summary.
How to know it workedThe record appears in search and can be used in the operations allowed for that person, such as sales, purchasing, contracts or service.
If you see a blockIf the tax ID already exists, open the record that was found. Do not create a second person for the same document.

3. Products, services and catalog

Register what your company sells, buys or uses in operations. Use clear names and codes that the team can recognize.

  1. Open Products or Catalog.
  2. Search before creating a new item.
  3. Choose whether the item is a product or service according to the operation.
  4. Fill in name, code, unit, price and the data required by your company.
  5. When your operation uses variants, register the options used by the business, such as color and size.
  6. If custom fields are shown, fill in only those that apply to your operation.
  7. Save and test a search by name or code.
How to know it workedThe item appears in the catalog and can be selected in allowed operations.
If you see a blockIf the system rejects a code or fiscal field, read the message and correct the indicated field. Do not invent fiscal data.

4. Purchasing, receiving and inventory

A purchase records what the company ordered from a supplier. Receiving confirms what actually arrived. Inventory shows where items are and how much is available.

  1. Open Purchasing and create or locate the purchase order.
  2. Choose the supplier and review products, quantities, prices and dates.
  3. Save the order.
  4. When the goods arrive, open the receiving flow linked to the purchase.
  5. Check each item. When your operation uses lot, expiry date or serial number, enter that information during receiving.
  6. Complete receiving according to your permission.
  7. Open Inventory and check the item position in the active company.
How to know it workedThe receipt is recorded and the inventory position reflects the completed operation according to the module rules.
If you see a blockIf the received quantity differs from the order, do not correct it outside the flow. Record the actual quantity and follow your company's discrepancy procedure.
Lot and expiry

Use them when the product needs traceability by batch or date. In grocery operations, the system can guide outbound movement by the nearest expiry date.

Inventory count

Count physical stock and compare it with the system. Correct differences through the inventory or authorized adjustment flow, always with a reason.

5. Sales, POS and cash

Use Sales for orders and commercial operations. Use POS when your company needs fast counter or checkout service.

  1. Open Sales or POS.
  2. Select the customer when the operation requires identification.
  3. Add products or services.
  4. Review quantity, price, discount, freight and salesperson.
  5. Choose an available payment method.
  6. Review the total before confirming.
  7. Complete the operation and provide the receipt when applicable.
How to know it workedThe sale is recorded with number, date, items, total and responsible user. Cash and other modules receive the effects defined by company configuration.
If you see a blockIf a payment result is uncertain, do not repeat it several times. Check the operation status before trying again.
Commission and marginWhen your company uses commission, OIKVRA calculates it according to the configured plan. The salesperson checks the sale value; the administrator manages commission rules.

6. CRM, opportunities and Omnichannel service

CRM helps track prospects, customers, opportunities and contacts. Omnichannel organizes conversations and service queues.

  1. Open CRM and search for the contact or company.
  2. Create the opportunity or open an existing one.
  3. Use Kanban to move the opportunity through the commercial stages.
  4. Record activities, notes and next contacts.
  5. In the Omnichannel Inbox, open only conversations from queues in which you participate.
  6. When you take a conversation, reply while it remains assigned to you.
  7. If needed, transfer it to another agent or an authorized queue.
How to know it workedThe opportunity shows the current stage and history. In Omnichannel, the conversation shows the responsible agent and timeline.
If you see a blockDo not send unnecessary personal data. If the person asks not to receive messages, record the opt-out.
WhatsApp

When the channel is enabled for your company, conversations enter the configured queues. The agent does not need to know the technical details of the connection.

Queues

Queues distribute conversations by team, capacity and availability. Use Transfer when the matter should go to another person or department.

7. Finance, payments, fiscal and accounting

This area brings together payables and receivables, payment methods, fiscal documents and accounting records. Each profile only sees what it is allowed to use.

  1. Open Finance to locate titles, due dates and values.
  2. Use company, person, period, status and nature filters when available.
  3. Open Payments to follow payment operations and reconciliation allowed for your profile.
  4. Open Fiscal to consult or issue fiscal documents according to the company process.
  5. Open Accounting to consult permitted entries and reports.
  6. Before correcting a value, check the source operation.
How to know it workedEach record shows its source, dates, value, status and history. Authorized fiscal documents show access key or protocol when applicable.
If you see a blockDo not directly edit a value that came from sales, purchasing, payroll or another module. Correct the source operation through the indicated flow.

8. Work orders, assets, after-sales and logistics

Use this section when your company provides services, manages equipment, delivers products or handles issues after a sale.

  1. Open Work Orders and locate the customer and asset, equipment or vehicle.
  2. Record the issue, diagnosis, parts, services, deadline and responsible person.
  3. Update the work until technical completion.
  4. In After-sales, record support, complaint, warranty, delivery, feedback or questions.
  5. In Logistics, pick items, check quantities, prepare packages and record shipment or pickup.
  6. Follow incidents, tracking and proof of delivery.
How to know it workedThe history shows who completed each step, when it happened and the result.
If you see a blockDo not record customer passwords as plain text. For returns, warranty, credit or refund, use the authorized company flow.

9. People, time attendance, payroll and Workforce

Use People for worker data. Use Time Attendance for schedules. Use Payroll for calculation. Use Workforce when the company allocates teams to customers, posts or rosters.

  1. Open People and locate the worker.
  2. Check employment relationship, role, unit, schedule and the data required for your function.
  3. In Time Attendance, record or consult punches, justifications and calculations according to your permission.
  4. Before closing, review absences, delays, overtime and time bank.
  5. In Payroll, open the period and consult authorized calculations.
  6. In Workforce, check contract, site, post, roster and worker allocation when your operation uses outsourced teams.
How to know it workedThe worker history, time closing and payroll results remain linked to the correct company and period.
If you see a blockDo not correct payroll by changing raw time punches. Use justification, an approved adjustment or reprocessing according to company procedure.
In simple wordsTime Attendance records and calculates time. Payroll calculates money. Workforce organizes people allocated to contracts, sites, posts and rosters.

10. Projects, calendar, bookings, documents and signature

Professional services and scheduled operations can use projects, tasks, calendar, bookings, documents and signature inside the same company.

  1. Open Projects to locate the work, customer or deliverable.
  2. Record tasks, hours and expenses when they are part of your process.
  3. Use Calendar or Bookings to choose date, time, professional, room, table or another available resource.
  4. Open Documents to consult or generate an allowed document.
  5. When signature is used, review the document before sending or signing.
  6. After signature, consult the history and the correct version.
How to know it workedThe project shows progress; the calendar shows the booking; the document keeps version history; the signature records the result.
If you see a blockIf the document is wrong, do not sign it. Correct the source or request correction before continuing.

12. Dashboards, reports, automations and AI

Use dashboards to understand operations. Use reports for details. Automations and AI features help organize work but do not replace user review.

  1. Open the Dashboard and choose the company and period.
  2. Read the main indicators first.
  3. Open the report linked to the indicator you want to understand.
  4. Apply only a few filters at a time.
  5. Export only when you need to work outside the system.
  6. When an automation or AI suggests an action, review the data before confirming.
How to know it workedA dashboard number should be explainable by a report or source record.
If you see a blockIf a number looks wrong, remove filters and check company and period before opening a support request.

13. Industry experiences

OIKVRA adapts the same foundation to different businesses. Menu names, fields and indicators may change according to the company industry.

Industry examplesWhat stands out
Retail, fashion, grocery and auto partsPOS, inventory, pricing, variants, lots, expiry, commission and after-sales.
Food ServiceTables, tabs, orders, kitchen, delivery, closing and inventory.
HospitalityBookings, stays, folio, housekeeping, maintenance and billing.
Workshop and technical assistanceCustomer, asset or vehicle, diagnosis, parts, service, warranty and history.
Legal, accounting and consultingCustomers, matters/projects, deadlines, documents, hours, collections and margin.
Outsourcing, facilities and securityContract, site, post, roster, attendance, incident, SLA and measurement.
ManufacturingProduct, materials, production, quality, maintenance, traceability and cost.
CondominiumUnits, residents, front desk, packages, incidents, assemblies and maintenance.
Simple ruleIf your menu uses different names, look for the equivalent task. Your company experience may use terminology from its own industry.

14. OIKVRA Academy: learn by doing

OIKVRA Academy turns learning into short steps. You read a short explanation, perform a practical mission and the system validates the result.

  1. Open Academy.
  2. Choose the OIKVRA — Foundations course.
  3. Complete the first-contact lesson to understand that the training environment uses its own practice data.
  4. In the “How a company works” journey, arrange Supplier → Purchase → Inventory → Sale → Customer → Receipt.
  5. In the Multi-company journey, compare the same product in two companies and notice that the record can be shared without mixing stock balances.
  6. When a mission is complete, use Academy validation and move to the next step.
How to know it workedYour progress is saved by user and enrollment. Each attempt records a result and lets you continue where you stopped.
If you see a blockRead the mission hint before trying several times. If training data does not appear, confirm the active company and ask the administrator to check the Academy environment.
Who it is forAcademy serves beginners and sales representatives who need to learn how to demonstrate OIKVRA using a safe sequence.

15. When something does not work

Most blocks are caused by selected company, permission, required data or the operation state.

What you seeWhat to do
Menu is missingCheck your profile and selected company.
Button is blockedRead the message and check whether the operation is in the correct state.
Record “already exists”Search by tax ID, name or code and open the existing record.
Value or stock looks wrongCheck company, period, warehouse/location and filters.
Payment result is uncertainCheck the status before repeating.
Fiscal document was rejectedOpen the detail, read the response and send it to the fiscal responsible person.
You do not know which module to useOpen Academy or use contextual help on the screen.