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Dashboard User Guide

The Dashboard is your executive summary view, providing an at-a-glance overview of the entire business. It is the first screen you see after logging in and is accessible to all roles.

Overview​

The Dashboard aggregates key data from across the ERP system into a single, scannable page. It includes:

  • KPI (Key Performance Indicator) cards
  • Inventory alerts
  • Recent transactions
  • Visual charts for trends and distribution

The data displayed is role-sensitive — each user sees the metrics most relevant to their responsibilities.

KPI Cards​

The top section of the Dashboard displays four KPI cards. Each card shows a key metric, its current value, and a percentage change compared to the previous period.

Revenue​

  • What it shows: Total sales revenue generated in the last 30 days.
  • How it is calculated: Sum of all completed sales invoice amounts within the rolling 30-day window.
  • Why it matters: Tracks overall sales performance and cash inflow.
  • Color coding: Green indicates growth; red indicates decline compared to the previous 30-day period.

Production​

  • What it shows: Total production output (in litres) over the last 30 days.
  • How it is calculated: Sum of output volumes from all completed production runs within the rolling 30-day window.
  • Why it matters: Measures production throughput and capacity utilization.
  • Color coding: Green indicates output is increasing; red indicates declining output.

Profit​

  • What it shows: Net profit over the last 30 days.
  • How it is calculated: Total revenue minus total expenses (including production costs and operational expenses) within the rolling 30-day window.
  • Why it matters: Provides a real-time snapshot of business profitability.
  • Color coding: Green indicates profit growth; red indicates shrinking margins or losses.

Stock​

  • What it shows: Total current stock value across all products.
  • How it is calculated: Sum of (current stock quantity × unit cost) for every active product in inventory.
  • Why it matters: Monitors inventory investment and capital tied up in stock.
  • Color coding: Green indicates stable or growing stock; red indicates significant decline.

Inventory Alerts​

Below the KPI cards, the Dashboard displays inventory alerts to flag items requiring immediate attention. Alerts are organized into three categories:

Expired Products (Red)​

  • Products that have passed their expiry date.
  • These items should not be sold or used in production.
  • Action: Create a stock adjustment to remove expired stock from inventory, or contact your supplier about returns.

Low Stock (Yellow)​

  • Products whose current stock quantity has fallen below their minimum stock level threshold.
  • The minimum stock level is configured individually for each product in the Inventory module.
  • Action: Initiate a purchase order to replenish stock before it runs out.

Expiring Soon (Orange)​

  • Products that will expire within 2 weeks (14 days) of the current date.
  • These items should be prioritized for sale or use before they expire.
  • Action: Review upcoming sales orders or production runs that can consume these items.

Recent Transactions​

The Recent Transactions section displays the 5 most recent transactions across the system. This includes:

  • Sales orders — newly created or fulfilled sales
  • Production runs — recently started, completed, or updated production batches
  • Purchases — recently recorded supplier purchases

Each entry shows the transaction type, date, associated details (e.g., product name, amount), and current status. Click any entry to navigate directly to the full record.

Charts​

The Dashboard includes two visual charts to help you understand trends and distribution.

Revenue & Production Trend​

  • Chart type: Dual-axis line chart
  • Time range: Last 6 months
  • Left axis: Revenue (monetary value)
  • Right axis: Production output (litres)
  • What it shows: How revenue and production volume have trended over the past six months. This helps you identify seasonal patterns, growth trends, and any correlation between production output and revenue.

Sales by Product​

  • Chart type: Pie chart
  • What it shows: The proportion of total sales contributed by each product.
  • Why it matters: Identifies your top-selling and underperforming products, informing purchasing and production decisions.

Understanding Stock Status Indicators​

Each inventory item on the Dashboard is color-coded to indicate its current status:

StatusColorMeaning
AdequateGreenStock is above the minimum threshold and not near expiry
LowYellowStock has fallen below the minimum threshold
Expiring SoonOrangeProduct will expire within 2 weeks
ExpiredRedProduct has passed its expiry date
CriticalRedStock is at zero or critically low levels
InactiveGrayProduct has been deactivated and is not tracked

Refreshing Data​

The Dashboard displays data as of the last page load. To refresh:

  1. Press Cmd + R (Mac) / Ctrl + R (Windows) in your browser.
  2. Or navigate away from the Dashboard and click Dashboard again in the sidebar.

There is no live auto-refresh — you must manually reload to see the latest data.

What to Check Daily​

To stay on top of operations, review the following on the Dashboard each day:

  1. KPI cards — Check if revenue, production, and profit are trending positively.
  2. Inventory alerts — Address any expired, low stock, or expiring soon items immediately.
  3. Recent transactions — Verify that expected sales, purchases, and production runs are being recorded.
  4. Charts — Spot any unusual dips or spikes in revenue or production trends.

Role-Specific Dashboard Views​

The Dashboard adapts its content based on your assigned role:

Administrator​

Sees all KPI cards (Revenue, Production, Profit, Stock), all inventory alerts, recent transactions from all modules, and both charts. The admin view provides the most comprehensive overview.

Production Role​

  • Sees Production and Stock KPI cards prominently.
  • Inventory alerts are highlighted — low stock and expiring items are critical for production planning.
  • Recent transactions emphasize production runs and purchases.
  • Charts focus on production output trends.

Sales Role​

  • Sees Revenue and Profit KPI cards prominently.
  • Sales by Product chart is highlighted to identify top performers.
  • Recent transactions emphasize sales orders and customer activity.
  • Stock alerts for items relevant to active sales orders are surfaced.

Accountant Role​

  • Sees Revenue, Profit, and Stock KPI cards.
  • Expense-related metrics are surfaced alongside revenue for margin analysis.
  • Recent transactions include expenses and accounting entries.
  • Charts focus on financial trends (revenue over time).

Troubleshooting​

  • Data looks outdated: Refresh the page (Cmd+R / Ctrl+R).
  • Missing KPI cards: Your role may not have access to certain modules. Contact your administrator.
  • No alerts showing: This is normal if all inventory levels are healthy and no items are near expiry.
  • Charts not loading: Ensure JavaScript is enabled in your browser and that you have a stable internet connection.