Common Daily Workflows by Role Guide

Use this guide to train users on the daily QBM tasks that match their role and permissions.

Overview

Different users do not need every QBM feature. A good implementation gives each role the screens, reports, and permissions needed for daily work, while protecting sensitive setup and closing actions.

Cashier / POS User

  • Open POS and confirm the correct workstation, drawer, and printer.
  • Start the batch or opening amount if required.
  • Create sales, apply payments, print receipts, and handle returns according to permission.
  • Use held receipts, customer lookup, loyalty, or discounts only when allowed.
  • Close or hand over the batch according to store procedure.

Sales User

  • Create and follow up quotes, orders, invoices, and delivery notes.
  • Check customer balance and credit limit where permission allows.
  • Receive customer payments or request accounting support where required.
  • Print, PDF, or email documents to customers.
  • Review open orders, unpaid invoices, and customer statements.

Purchasing User

  • Create purchase quotes, purchase orders, received items, and purchase invoices.
  • Review vendor balances, open purchase orders, and received-not-billed activity.
  • Match vendor documents to received quantities.
  • Use vendor credits and payment transactions according to approval rules.

Inventory Controller

  • Create and maintain item records, categories, units, prices, lots, and serials.
  • Review stock quantities, transfers, adjustments, and physical inventory counts.
  • Investigate negative stock, discontinued items, and costing changes.
  • Use inventory reports before major stock corrections.

Accountant

  • Review journals, bank transactions, receivables, payables, tax, and payroll entries.
  • Run Trial Balance, Profit and Loss, Balance Sheet, and General Ledger reports.
  • Prepare month-end and year-end close checklists.
  • Control changes to prior-period transactions.
  • Export or archive final reports for audit and management.

Administrator

  • Create users and assign each user to the correct security group.
  • Maintain company options, numbering, print templates, email settings, and integrations.
  • Review activity logs and support messages.
  • Confirm backup and restore procedures are working.
  • Coordinate testing after updates or configuration changes.