Zyntra OS user guide

Getting started

• Sign inThe sign-in page is where staff enter Zyntra. It offers a password, a one-time link by email, and Microsoft wh...
• Your dashboardThe dashboard is the first screen after you sign in. It tells you what needs you today and gives you shortcuts...
• Reading a record pageEvery record, such as an invoice, a contract or a project, opens with the same head: its name, its state, and...
• Calendar eventsThe company calendar shows meetings and dates on one page: your own events, and the due dates of tasks, sprint...
• A meeting inside ZyntraA calendar event can carry a meeting that opens inside Zyntra. The event's join link brings you to this screen...
• Flowrica, your assistant in every sectionFlowrica is the assistant inside Zyntra. She answers questions from your own records, makes records with you o...
• My Space: your own work in one placeMy Space gathers what is yours: your day, your tasks and projects, your leave, expenses and equipment, your ti...
• The guideThe whole guide on one page, inside Zyntra: every section, with a search box and a list of contents.
• When a screen is not permittedWhen you open a screen you may not see, Zyntra says so plainly and shows you what to do next. Nothing is broke...
• Your exportA big export is not made while you wait. It is made in the background, and the bell tells you when the file is...

Your companies

• Your companies, and adding oneOne Zyntra can keep several companies. Each one can keep its own books in its own currency. This screen lists...
• What a company printsPress a company's name in the Companies list to open it. It opens beside the list with three tabs. Details hol...
• Set up a company's booksA company posts nothing until two things are done: it has its own chart of accounts, and every question in Set...

People

• Add your staffEveryone who signs in to Zyntra is a staff member with an account. The Staff list shows everyone with an accou...
• Roles: what each person may doA role is a set of permissions shared by everyone who holds it. Change the role, and everyone who holds it cha...
• TeamsA team is a set of people who work together, across departments, with a manager. A goal can be set for a team.
• Ask for access, and answer a requestWhen someone opens a screen their role does not allow, they can ask for it on the spot. The request goes to a...

Money set-up

• Exchange ratesA rate says what one currency was worth in another on a date. Zyntra converts each document with the rate of i...

Look and feel

• Your brand colour and sign-in pageGive Zyntra your own colour for buttons, links and selected items, and your own sign-in page.
• Light, dark, or follow the deviceEach person chooses how Zyntra looks for them. The choice is kept with their account, so it follows them to an...

Sales: from lead to paid

• From lead to paidA sale in Zyntra follows one road. Each step has a button that starts the next one, so nothing is typed twice.
• Add a leadA lead is someone who may buy. You work it until it is qualified, then convert it into a customer and a deal.
• Convert a leadConverting a qualified lead makes one customer and one deal linked to it, in one step. The lead is kept for hi...
• Your dealsDeals are the sales you are working on, stage by stage, with their value.
• Win or lose a dealMove a deal through its stages, write it a proposal, and close it as won or lost.
• ProposalsA proposal is an offer with its own words around the price: the priced lines, like an estimate, and a Body tha...
• Add a customerA customer is a company you bill. Most come from a converted lead; you can also add one directly.
• Add a contactContacts are the people at a customer. A contact can sign in to the client portal and see only what you allow.
• Your itemsYour catalogue of products, services and bundles. You pick from it on estimates, proposals, invoices and contr...
• Make and send an estimateAn estimate is the price you offer a customer. They can accept it or decline it from a link, and once accepted...
• Turn an estimate into an invoiceAn accepted estimate becomes an invoice without typing it again.
• Sales ordersA sales order confirms what the customer ordered. Its deliveries and its invoices are made from it.
• Issue an invoiceAn invoice asks the customer to pay. The screen shows every invoice, what has been collected against it and wh...
• Record a paymentRecord money a customer paid: against an invoice, or in advance as a credit to use later.
• Many payments at onceRecord payments against many invoices at once, for example after a bank statement arrives.
• Price listsA price list holds agreed rates for particular customers. When you add an item for one of them, their rate is...
• Estimate requestsA customer asks for a price. The request is priced, and turned into an estimate without typing it again.
• Credit notes and refundsA credit note gives value back to a customer: against an invoice, or held on their account. Use it on another...
• Sales agentsA sales agent is a company that resells our products or orders for its own customers. Here you add the agents,...
• Programs for sales agentsA program is the discount each agent gets, tier by tier, and the commission that goes with it.

Projects

• Start a projectA project holds the work you do for a customer: its tasks, milestones, sprints, time and billing.
• Project templatesA project template is a project that runs the same way every time: its tasks in order, its milestones, who wai...
• Members and milestonesThis is the project's own page. Members are the people who work on the project. Milestones are the points it m...
• Add a taskA task is one piece of work with a person on it. It can belong to a project, a customer, a lead, a deal or a t...
• Run a sprintA sprint is a short run of work, usually one or two weeks, with a goal. Plan it, start it, and complete it.
• Who is overloadedStaff Workload compares each person's estimated hours with the hours they can work, so you see who is overload...

HR

• HR setup and the org chartHR setup holds the organisation chart and every rule that leave and attendance follow: types of leave, who app...
• Request and approve leaveA person asks for leave; their manager approves or refuses it. The balance is counted for them.
• Check in and attendancePeople check in and out from the top bar. The attendance screen shows each person's week, day by day, and the...
• RotaThe rota puts each person on a shift, week by week or on given dates. The work shift table then shows every pe...
• Put people on payrollBefore a person can be paid, they need payroll terms: their basic pay, currency and bank. A person with no ter...
• Run the payrollEach month: open a run, compute the payslips, check them, close the run, and record it as paid.
• RecruitmentPlan the jobs you need, run campaigns, follow each candidate stage by stage, and make the one you hire a staff...

Contracts and subscriptions

• ContractsA contract records what was agreed, when it ends, and who signed which version of it. It can raise its own inv...
• SubscriptionsA subscription is money that comes again every cycle: what it costs, when it bills, and what happened each tim...
• A subscription and its couponThis is a subscription's own page: its plan, its billing and its coupon. A coupon takes an amount or a percent...

Expenses

• Record an expenseRecord what the company spent, get it approved, and see what is still waiting: on a person, on a receipt, or o...
• Bill an expense to the customerAn expense's own page holds everything about it in three tabs. From it a billable expense becomes an invoice f...

Purchase: from request to paid

• Add a vendorVendors are the companies you buy from. A company can be a vendor and a customer at once: it is one record eit...
• Ask to buy: purchase requests and quotationsSomeone asks for what they need. The request is approved, shared with vendors, and their prices come back as q...
• QuotationsWhat vendors quoted against a request. A quotation arrives from a vendor by email, on paper or over the phone;...
• Purchase ordersA purchase order tells a vendor what you are buying, at what price, and when it must arrive. An approved order...
• Enter and pay a vendor invoiceWhen the vendor’s invoice arrives, enter it and record its payment. Tax is stored per line and per rate: this...
• Returns and debit notesGoods going back to a vendor. A vendor return is the same record Inventory keeps under its own Returns: one re...
• Debit notesMoney a vendor owes us: the credit note pointing the other way.

Inventory

• Warehouses and stockInventory shows what you have, where it is, and every movement in and out.
• Receive the goods, and other movementsEvery movement of stock is a document: goods come in, go out, move between warehouses, are lost, or come back....
• Count the stockA stock take is a physical count of a warehouse. Each line compares what was counted with what the book says,...

Fixed equipment

• Your equipmentKeep everything the company owns: laptops, phones, furniture, licenses. See who has each one and what it is wo...
• Hand equipment to someoneEvery hand-over and every return in one place: what is out, who has it, and when it is due back.
• Maintenance jobsA maintenance job is opened, worked and closed. Its cost is an expense unless you add it to the asset’s value.
• Ask for equipmentAnyone can ask for equipment. The request is decided, then the item is handed over.
• Audit the equipmentAn audit is somebody walking the building with a list and saying what they really found.
• DepreciationEach month the system works out how much value the equipment lost. It prepares the run; somebody checks it and...

Logistics

• Shipments and deliveriesLocker packages, shipments, pickups and consolidations are one document with a kind: they share one record, on...
• RecipientsThe people a customer sends to. A recipient belongs to the customer, not to your company, which is why a recip...
• Pre-alertsCustomers telling you a parcel is on its way. Receiving one turns it into a locker package.

Support

• Open and answer a ticketA ticket is something a customer asked for. The Support screen shows what customers asked, who owes them an an...
• Answer a live chatA live chat is a visitor on your website, or a customer in the client portal, who asked to talk to a person. T...
• Knowledge baseThe knowledge base holds what you have written down, and who is allowed to read it: your staff only, your cust...

Accounting

• Chart of accountsEvery account a company posts into. Balances are worked out from the ledger; none of them is typed.
• Journal entriesEvery posting in the system becomes a journal entry. It balances, or it does not post; once posted, it is reve...
• Fiscal periodsA closed period is a set of books that has stopped moving: nothing posts into it.
• Bank accounts and reconcilingThe accounts money actually sits in: bank accounts, cash and cards, each with its balance.
• Reconcile a bank accountWhat the bank says, against what the ledger says, and the difference between them.
• Accounting reportsThe trial balance, general ledger, balance sheet, profit and loss and the rest of the accounting reports, for...
• The tax returnEach box of the return, with the figures the books hold for the period. Your accountants review and complete i...

Reach and Flowmind

• Reach: campaigns to your leadsReach sends campaigns to your leads: emails, text messages and WhatsApp messages, with points and stages that...
• Reach segmentsA segment is a saved question about your leads. Whoever matches today is in. Whoever stops matching keeps the...
• Reach componentsComponents are what your campaigns share: files to download and forms for your website.
• Reach campaignsA campaign takes the leads that enter a segment through steps you build: emails, text messages, points and sta...
• Reach channelsThe channels are the emails, text messages and WhatsApp messages Reach sends. What is sent is kept exactly as...
• Reach pointsPoints say how interested a lead is. This screen holds what earns a lead Reach points, and the thresholds that...
• Reach stagesA stage says where a lead stands in your marketing funnel. A stage is not the lead's Sales status, and never c...
• Reach reportsSeven reports on what Reach did. Each report covers the period you choose, and every row is one thing that hap...
• Reach settingsThe lists Reach works with, chosen by your company.
• Flowmind: automatic rulesA Flowmind rule watches for something happening and then does something about it, in any part of the system: f...
• Flowmind historiesEvery run of every rule: what fired, what it did, and what it refused. Come here to see whether a rule did its...

More screens

• SetupEverything that shapes how the system works, grouped by what it is about. Start here when you look for a setti...
• SettingsHow the system behaves, grouped by what it is about: the language and time zone, your company's details, the b...
• All remindersEvery reminder set on any record, in one list. Most people see the reminders they set and the ones they are re...
• Audit trailWho did what, when, and from where. Use it to find who changed a record, or what one person did on a given day...
• Zyntra for OutlookZyntra for Outlook is a panel inside Outlook. Beside an email it shows who wrote it and everything open with t...
• National e-invoicingWhich regime this company files under. It changes what an invoice is required to carry.
• RegistersOne account's own ledger, in order, with the balance after every line.
• Tax summaryTax on sales for a period, each document converted at the rate in force on its own date.
• Sales & CRM settingsThe settings that belong to Sales & CRM, and the numbering of its documents.
• Leads & Deals settingsThe settings that belong to leads and deals.
• Deal conversion rulesHow leads convert into deals, and each pipeline stage’s win probability.
• Templates for won dealsWhen a deal is won, its project is made by itself from a template. This screen says which template: the one th...
• Web formsEmbeddable forms that turn website visitors into estimate requests or leads.
• Customer tiersWhich customer tiers exist and which outranks which. Rank 1 is the top tier.
• Customer healthEach warning sign a customer shows adds points; the more points, the lower their health.
• Sales targetsA revenue target per quarter. Progress is measured against deals actually won, never a forecast.
• Sales reportHow much was sold, grouped by what you choose, over the period you choose.
• Proposals & Estimates reportHow many proposals and estimates went out, how many came back, and how many are still waiting for an answer.
• Returns reportHow much was credited back to customers, to whom and why, over the period you choose.
• Leads reportHow many leads arrived and how many converted, grouped by what you choose.
• Contracts & Subscriptions settingsThe rules this part of the system follows: when a contract counts as ending soon, when reminders go out, and w...
• Contract typesThe types a contract can be, and the cycles a contract bills and renews on. They are read everywhere and chang...
• Contract templatesA contract template is an agreement your contracts start from: the text, and clauses that appear only on the c...
• Contracts & Subscriptions overviewA snapshot of everything under Contracts & Subscriptions. Every figure opens the records it counted.
• Concierge overviewA snapshot of everything under Concierge, for one company.
• Projects & Tasks settingsThe rules tasks and sprints follow: who sees what, how time is counted, and which reminders go out.
• Projects & Tasks overviewA snapshot of everything running across projects, tasks and sprints. Every figure opens the records it counted...
• Performance reviewHow much work went through each person's hands. This is throughput, not a ranking: the numbers depend on what...
• Support & Knowledge overviewA snapshot of everything under Support & Knowledge: the tickets, the promises and the articles.
• Knowledge base reportHow much your articles are read and how readers voted on them, by group.
• Expense rulesWho approves what, when a receipt is required, and what counts as a suspicious pattern.
• Expenses reportEvery expense of a year, summed or listed, each converted at the rate that was true on its own date.
• Expenses vs incomeMonthly income against what it cost, and the net for each month.
• HR overviewStaff records, attendance and leave, and payroll, in one view.
• OnboardingWhat has to happen when somebody joins, and how far along each new joiner is.
• Layoff checklistWhat has to happen when somebody leaves, and what is still outstanding.
• TrainingThe training programmes, and who has done them.
• Q&AHR articles and the questions people ask, in their groups.
• Job descriptionsWhat each position is for, what it is responsible for, and what it needs.
• DependantsWho each person has on their record. It has its own permission: this is family data, not employment data.
• Work routesThe round a field person walks on a given day, in order.
• Timesheet reportsAttendance and leave over a period, by person and by org unit.
• HR reportsHeadcount, contracts and movement, by org unit.
• The payroll monthWhat goes into a month's payroll besides pay: attendance, commissions and bonuses.
• Payslip columnsWhich figures a payslip shows, and in what order.
• Payslip templatesWhich columns each group of people sees on their payslip.
• Payroll reportsThe year's payslips, the month totals, and what insurance cost.
• Logistics overviewLocker packages, shipments, pickups and consolidated shipping in one combined view, because they are one docum...
• Logistics usersStaff, customers and drivers.
• Logistics reportsFive reports over the same documents the lists show, narrowed by kind and date.
• LocationsThe places the company has: an office, a floor, a room. Every asset sits in one of them.
• Equipment reportsWhat is on the equipment register, read back as reports.
• Equipment settingsThe lists Fixed Equipment reads: statuses, categories, kinds, models, maintenance types, and how asset tags ar...
• Vendor contractsAgreements with vendors. It is the same contracts module the sales side uses, pointing the other way.
• AccountingWhether the books agree with themselves, and what is still owed.
• TransferMoney from one account to another.
• Set-offSet what a party owes you against what you owe them. It is an agreement you record, not a figure the ledger wo...
• BillsWhat this company owes, and when it is due.
• ChequesA cheque is an instrument with a life: written, issued, presented, and then cleared or bounced.
• Cash forecastWhat the bank and cash will hold over the next 30, 60 or 90 days, from what the books already know.
• VendorsWhich account each vendor's bills hit, and what is still owed to them.
• Period-end stockFor a company that keeps its stock periodically: at the end of a period the counted stock is brought into the...
• Period-end revaluationAt a period end, what each open balance in a foreign currency is worth at that day's rate, against what the bo...
• TransactionsEvery document, by type, and where it stands on the ledger: posted, waiting, refused and why, or not recorded...
• BudgetsA figure per account per period, for one company, and three reports that compare it with what really happened.
• Accounting settingsWhere each event lands on the ledger, and how much of your history is on it.
• Tax setupThe tax law your companies file under: jurisdictions, tax types, return lines, categories and which rule wins.
• Purchase overviewWhere the Purchase module stands, worked out from live records.
• Purchase reportsEight reports over what the company bought. Every money total is a line per currency: nothing here is converte...
• ItemsWhat this company buys, read from the catalogue, with the vendors who supply each item.
• Financial ApprovalWhat is waiting for a signature. Approving here is the same act as approving on the document itself, and the s...
• Vendor-ItemsWhich vendors supply which items. It answers who sells something; what it costs is a quotation, with a date on...
• Vendor contactsEveryone you deal with at your vendors, on one list.
• Inventory OverviewStock, movements and counting across every warehouse, in one combined view.
• Inventory settingsHow Inventory behaves: its options, the lists its forms offer, stock limits, document numbers and approval cha...
• Inventory reportsSix reports on stock: what moved, what is on the shelves, and what it is worth.
• System OverviewWhat this system has, and how much of it is connected, on one page. It is the first screen of the System part.
• UtilitiesThe system's tool shelf, in four tabs: announcements, the activity log, database backups and system informatio...
• MediaYour own folder and the shared folders of the companies you work in. Files are archived, never deleted.
• Ticket Pipe LogEvery email the mailboxes read, and what became of it: a ticket, a lead, or why not. Come here when a customer...
• e-Invoice ExportEvery attempt to send an invoice or credit note to JoFotara, what it answered, and the file to download.
• Bulk PDF ExportOne zip file with the PDFs of one kind of document, filed by year: only the documents you can open, in the com...
• ReportsEvery report you may open, in one place. Pick a report to open it.
• TagsEvery tag and where it is used. Keep the list tidy here, so the same thing is not tagged in three different wa...
• Finance listsThe money lists your documents choose from: tax rates, currencies, payment modes and expense categories.
• GDPRWhat people are asked to consent to, what is switched on, and the removal requests waiting for a decision.
• MailboxesThe mailboxes this system reads. New mail becomes a ticket or a lead, once. A mailbox for bounce reports tells...
• TranslationsWhat is translated and what is not, part by part, and the file a translator fills in.
• Estimate request statusesThe columns an estimate request moves through, named as your company names them.
• Menu SetupThe order of the left-hand menu and of the Setup sidebar, which entries show, and their icons. What you set he...
• NotificationsWhat reaches whom. The company decides first; each person can then narrow it for themselves.
• Email templatesWhat each message the system sends says, in each language: the invoice email, the leave answer, the portal wel...
• Support settingsThe lists a ticket is made of, the promises you make to customers, and the rules that act when a promise is br...
• Sales listsThe lists the customer, lead and deal screens choose from. Every one of them is yours to add to.
• Custom PDFThe cover, header, footer, closing page and items-table styling every printed document wears. Each document ty...
• Payment GatewaysThe ways a customer can pay you online. Each one stands on its own: its own switch, its own credentials, its o...
• Statuses & prioritiesThe statuses a task or a project moves through, and the priorities a task can have. The names, the colours and...
• Custom fieldsExtra fields on any kind of record: something your company wants to write down that the system does not ask fo...
• Leads overviewHow healthy the lead funnel is: how many leads are being worked, how fast they are contacted and how many beco...
• Deals overviewThe deal pipeline at a glance: what is open, what it is worth, and why deals are lost.
• Sales OverviewOne page for the whole sales picture: pipeline, invoices, money collected and what needs chasing.
• Fixed Equipment OverviewAll the company’s equipment in one view: how much there is, what state it is in, what needs attention.
• Order ListEvery sale and rental of an asset. The money is a draft Sales invoice; an asset is marked sold only once that...
• Portal requestsWhat customers asked for in the client portal. Confirm places each line as an order with a draft invoice; noth...
• Flowmind settingsThe categories rules are filed under, the ready-made tasks a rule can make, and the safety limits of the rules...
• Flowrica InsightsFacts about your records that need a look, gathered part by part by Flowrica: invoices past their due date, co...
• Workload settingsWhat Staff Workload counts with: each person's working hours, the public holidays, and a few rules of its own.
• GoalsA goal is a target with a start and an end. You set it once, and the system measures it from your records.
• Idea hubThe Idea hub asks your team, and your customers if you like, for ideas. A challenge is the question you ask. A...
• Idea hub settingsA company's own lists for its ideas: the categories, the stages an idea moves through, what judges score, the...
• SurveysA survey asks your customers or your staff, and lets you read what they answered.
• Survey mail listsA mail list is your own list of addresses to send a survey to. Each list has fields the email can say, for exa...
• InventoryEquipment that arrived on a goods receipt: what still waits to become an asset, and the assets already registe...
• WebsiteThe company's public website is made inside Zyntra, in English and Arabic, from pages built of blocks. This sc...
• Website pagesEvery page of the site is one record that holds its English and its Arabic side together. A page is built from...
• Website collectionsA collection is a list the site shows in more than one place: your services, your articles, your team. Each on...
• Website menus and footerThe links at the top of the site and at its bottom are kept here: the main menu, the footer and the legal link...
• Website formsThe site has no forms of its own. Each form on it is one of Zyntra's public forms, and what a visitor sends la...
• Website settingsEverything about the site as a whole: its address, its languages, who sees it, how it is measured, how visitor...