How the apps work

Every BusinessIntents application is built the same way, so once you know one you know them all. This page explains the parts every app shares: the three workspaces, how lists and forms behave, what a status pill means, how approvals reach your Inbox, printing, and how line totals are calculated. The module pages then only describe what is special about each area.

The three workspaces

BusinessIntents shows the same data through up to three shells — you switch between them by URL, and each has its own home:

• The application (/services/web/application/) — the main workspace: the full left sidebar of groups (Sales, Purchases, Registries, People, …), the Dashboard, Reports, the Inbox, Documents and Settings. This is where most work happens.
• Personal (/services/web/personal/) — your personal space. It shows only your own records — your expense claims, your vacation requests, your timesheets, your payslips, your leads — with the Inbox as its home page, so the tasks waiting for you are the first thing you see. The suite knows which records are "yours" because you have an Employee record whose Username matches your login; without that, the personal pages are simply empty (never an error).
• Partner (/services/web/partner/) — a separate portal for external customers and suppliers. The container is prepared but no partner surfaces are switched on yet; pages that mention a partner view label it Planned.

The product-switcher lens. A solution can carry a lot of sidebar. The lens (top of the shell) narrows the workspace to one vertical at a time — Billing, Purchase, Store, Payroll, and so on — hiding the groups that vertical does not use. In a single-purpose app the lens simply matches the whole app.

Every list

Open any sidebar entry and you get the same list surface:

• Search across the record's text, plus a per-column filter and click-to-sort on each column, and paging at the foot for long lists.
• A details pane — select a row to see the full record beside the list without leaving the page.
• Row actions — open, Edit, Delete (subject to your permissions; see statuses below for when editing is locked).
• Export and Print on the toolbar of every list and report. Export downloads exactly the rows as you see them — current search and filters applied, reference columns shown as names, dates formatted — as a CSV that opens straight in Excel, Cyrillic included. Print opens a clean view you can print or save as PDF from the browser dialog.

Creating and editing

New opens a dialog form. Required fields are marked and must be filled before Save. Two behaviours are worth knowing because they appear everywhere:

• Pickers pull in related data. Choosing a record in one field fills or narrows others — picking a product fills its price, unit and tax rate; picking a tax rate fills the VAT %; choosing a country can narrow the city list. You can override the filled-in values.
• Calculated fields preview live. Totals, VAT and derived amounts update on screen as you type, and are recomputed authoritatively when you Save.

The status pill

Documents (invoices, orders, claims, runs …) carry a coloured status pill — DRAFT, APPROVED, ISSUED, POSTED, PAID, VOIDED, and so on. Two rules hold throughout:

• Status changes through buttons and flows, not free editing. You advance a document with its action buttons (Approve, Issue, Post, Void …) or by completing an Inbox task — not by editing the status field. Each button is guarded, so an action that is not valid from the current status is refused.
• Finished documents lock. Once a document reaches a final/posted state it becomes read-only; corrections are made by the designed route (a void, a credit note, a reversing entry) rather than by editing history.

The Inbox and approvals

Many documents have a flow: after you create and submit them, they need someone to approve, issue, post or pay. Those steps arrive as tasks in the Inbox.

• A task is addressed to a persona — a user group (Approver, Issuer, Payer, Manager …). It appears in the Inbox of everyone in that group (and of administrators), so any one of them can pick it up. The full persona list and every end-to-end flow are in the flow guides.
• You can act on a task inline on the document page (the task form appears right there) or from the Inbox list; both complete the same step.
• Approve vs Reject take different branches — Approve advances the document to the next status, Reject sends it back — so a rejected document never passes through the approved state.
• Personal, per-person tasks (approve your leave, act on your ticket) surface in the Personal shell's Inbox; shared group tasks surface in the application Inbox.

Entering data for your workers ("act as")

In many small companies one person — the manager — enters everything: the crew on the site or in the workshop never touches a computer. For exactly that, an administrator can work the personal pages in a chosen employee's name:

• In the application workspace, open the user menu (top right) and choose Enter data as…, type the employee's username (the same value their own login would use — it is the Employee field every personal page resolves people by), and you land in the Personal workspace as that person — their timesheets with the booking calendar, their vacation requests on the leave calendar, their expense claims, and their Inbox tasks (including the submit task that normally only they would see). Fill and submit exactly as the employee would.
• While you act as someone, a coloured banner stays at the top: "Acting as Ivan Petrov — entries are recorded in this person's name; the log keeps yours." One click on Exit (or Stop acting as… in the user menu) returns you to yourself.
• What it never does: it does not log you in as the other person. Your own login, permissions and identity stay yours — every record shows whose it is (the employee) and who really entered it (you, in the created-by/changed-by columns). Pay-grade fields the employee cannot see stay hidden for you on these pages too, and read-only records (a payslip, a leave balance) stay read-only — acting as someone grants no extra authority, only their point of view.
• Only administrators can use it; for everyone else the menu entry simply is not there.

Printing

Every document module ships a print template — a clean, branded layout for the invoice, order, quotation, claim or payslip. Use the Print button on the document and print or save as PDF from the browser dialog. The print layout currently ships in English; the templates live under Documents and can be customised per company (a Bulgarian layout is a per-company addition — the on-screen interface and data are English/Bulgarian regardless).

How line totals are calculated

Documents with line items (invoices, orders, quotations, claims) all compute the same way, so the figures are never typed by hand:

• Line net = quantity × unit price.
• Line VAT = net × the line's VAT rate ÷ 100, rounded to 2 decimals. The rate comes from the line's Tax Rate (VAT is configurable per line, not a fixed 20%); picking the tax rate fills the percentage.
• Line total = net + VAT.
• Document totals (net, VAT, gross) are the sums of the lines, shown in the footer and recomputed whenever a line changes.

Document numbers are assigned automatically. Some documents get their real number the moment you create them; others (sales and purchase invoices) hold a placeholder while in DRAFT and are stamped with the real, gap-free number only when issued/approved — so cancelled drafts never consume a number.

Each document type has its own series (Sales Invoice, Purchase Invoice, Expense, …), counted separately and privately per company. The format — the prefix and how many digits, e.g. EXP0000001 — is part of the application, not a setting you edit. What you can do, under Settings → Document Numbering, is see each series' current counter and set it: the one thing worth doing before you go live is continuing an existing sequence, so your first invoice in BusinessIntents picks up where your old system stopped. A series starts counting the first time a document uses it — there is nothing to create or register up front.

Registries, Settings, Reports, Dashboard

• Registries (labelled thus in the sidebar) hold the shared reference data — countries, currencies, units, tax rates, payment methods, products, companies — that the documents pick from. Some ship preloaded (countries, currencies, units) in English and Bulgarian.
• Settings collects each module's nomenclatures (statuses, categories, methods), the number series, and Region & Language (which sets the data language sent on every request).
• Reports and the Dashboard (KPIs, counters, top-5s, report previews) are generated per app; each module page lists the ones it adds.

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Language: the interface and data come in English and Bulgarian; switch under Region & Language. Permissions: what you can see and do depends on your group — read-only users see lists but no New/Edit/Delete; personal surfaces in the Personal shell only ever show your own rows.