AIbyTec ERP User Guide

1Start here: sign up

You get 14 days free, with no payment details needed.

1. Open app.aibytec.com/signup on a computer or phone.
2. Pick a plan (L1 to L4). You can change it later, so start with the one that fits today.
3. Fill in your business name, your name, your phone or WhatsApp number, your email and a password of at least 10 characters.
4. Tick the terms box and press Create my account.
5. Choose your business type: electronics, mobiles, pharmacy, grocery (kiryana), wholesale, auto parts or something else. The ERP then adds the product fields that suit your trade, such as Wattage for electronics or Strength for medicines.
6. You land on the You’re all set page with your next steps.

You sign in later at app.aibytec.com/login with the same email and password. A banner at the top shows how many trial days are left.

2Set up your shop

The fastest start is your existing product list in Excel; there is no need to type products one by one.

Products from Excel

1. Go to Products → Import from Excel.
2. Upload your own .xlsx or .csv file. Column names can be anything, in English or Urdu (Item Name, Rate, Qty, نام, قیمت). Old .xls files: open them in Excel and Save As .xlsx first.
3. Press Upload and check. The ERP matches your columns, shows the sheet at a glance and asks only what you need to decide: create codes for items without one, which row to keep when a code repeats, whether to update products you already have.
4. Check the preview. Every row says New, Update, Skip or Error. Nothing is saved yet.
5. Choose the warehouse for opening stock and press Import.

Then add the rest

• Customers: only your regular or credit customers. Walk-in sales need no customer. Save their mobile number (e.g. 0300-1234567) so WhatsApp works.
• Vendors: your suppliers (plans L2 and up).
• Your team: Settings → Users → Invite. Each person gets their own login and a role such as Sales or Accounts. L1 allows 2 users, L2 5, L3 15, L4 unlimited.

3Selling

Use the Point of Sale for counter sales and Invoices for customers who buy on credit or need a proper bill.

Counter sale (POS)

1. Open Point of Sale.
2. Search or scan products to add them to the cart; change the quantity if needed.
3. Choose the customer (or leave it as walk-in) and the payment method, then check out.
4. The receipt opens: print it, or send it on WhatsApp (section 4). Stock goes down automatically.

Invoice (credit sale)

1. Invoices → New: pick the customer, add the products, set a due date. It is saved as a Draft, which you can still change.
2. Press Confirm Invoice when it is final. Stock goes down and the customer now owes the amount.
3. When money comes in, open the invoice and press Record Payment (part payments are fine). The status moves from Confirmed to Partly paid to Paid.

Returns

• From a POS receipt: Return items.
• From an invoice: Credit Note. Returned goods go back into stock, and the amount comes off what the customer owes.
• A confirmed invoice is never deleted; it is corrected with a credit note, so your records stay complete.

4Send on WhatsApp

Every plan can send invoices, receipts and payment reminders from your own WhatsApp, at no extra cost.

1. Open a confirmed invoice (or a POS receipt, a quotation, or a customer page).
2. Click the green WhatsApp button.
3. Choose what to send and the language: English, اردو or Roman Urdu.
4. WhatsApp opens with the message already typed and addressed to the customer. Check it and press Send.

Each message carries a link. The customer opens it on the phone and sees the invoice, with no login needed, and can print it or save it as a PDF. The invoice page then shows Customer opened the link with the time, so you know it was seen. If a link went to the wrong person, press Reset link: the old link stops working at once.

5Buying and stock (L2 and up)

Order from suppliers with a purchase order, receive what actually arrived, and let the ERP tell you what to reorder.

Order and receive

1. Purchase Orders → New: pick the vendor and products.
2. When the delivery comes, open the order and press Receive goods. Enter what arrived; any difference asks for a reason (damaged, short supplied, wrong item). Use Receive all when everything came.
3. If the rest will never come, press Short-close with a reason. The order closes and nothing more is expected.
4. Enter the supplier’s bill under Bills, or scan it: Bills → Scan a bill (AI) reads a photo or PDF and fills the lines for you to check.

Reorder suggestions

Set a Min stock on your products. Purchase Orders → Reorder suggestions then lists everything below its minimum, with a suggested quantity and supplier, and turns your choice into draft purchase orders.

Batches, expiry and serial numbers (L3 and up)

• Pharmacy: tick Batch & expiry on a medicine; batch number and expiry are asked when you receive it, and Near expiry shows what to sell first.
• Electronics and mobiles: tick Serial / IMEI; each unit’s number is recorded on receiving, and you can search any IMEI to see when and to whom it was sold, with its warranty.

6Plans and prices

Each plan includes everything in the plans above it in the table.