XBuddy Docs
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    • Overview
      • What Is XBuddy
      • 1. Registration & Trial
      • 2. Onboarding Wizard
      • 3. First Steps
      • App Groups & Apps
      • Navigating XBuddy
      • Help Center
    • Platform Features
    • Multi-Company
    • Multi-Currency
    • Multi-Language
    • Audit Trail
    • Custom Fields
    • Master Data
    • Feature Toggles
    • Units of Measure (UOM/AUOM)
    • Administration & Automation
      • Overview
      • Users
      • Roles
      • Permissions
      • Data Scope
      • App Access
      • Overview
      • Packs & Add-ons
      • User Types
      • Billing & Subscription
    • Security
      • Overview
      • Stripe
      • MoMo
      • Google Calendar
      • Overview
      • Authentication
      • AI Gateway
      • Changelog
    • Catalog
      • Overview
      • Order-to-Cash
      • Procure-to-Pay
      • Revenue & Invoicing
      • Inventory, Quality & Assets
      • Manufacturing
      • Distribution & Logistics
      • Overview
      • Lead-to-Cash
      • Marketing to Lead
      • Point of Sale
      • Customer Success
      • Returns & Credit Notes
      • Overview
      • Hire to Retire
      • Payroll to General Ledger
      • Performance, OKR & Learning
      • Landscape
      • Contract, Ticket & Billing
      • Ticket to Order or Field Job
      • Field Service Execution
      • Contract Amendment
      • Overview
      • Projects & Tasks
      • Documents & Knowledge
      • Approvals
      • Contracts & Signatures
    • Overview
      • Service business: contract to billing
      • IT services company
      • Field service: dispatch to invoice
      • Construction projects
      • Distribution and trading: buy, stock, sell, collect
      • Manufacturing: BOM to finished goods
      • Retail and F&B: counter, menu and kitchen
      • SME owner: run the whole company
      • Sales leader
      • Chief accountant: close, pay and file
      • HR and payroll: hire to payslip
      • Project manager: plan, time, budget, P&L
      • Employee: self-service on web and mobile
      • Order-to-Cash process
      • Procure-to-Pay process
      • Request-to-payment process
    • Overview
      • Overview
      • Duplicate Contact created
      • Contact needs to become a Lead
      • Converting a Lead to a Deal
      • Cannot convert a Lead that is not qualified
      • Quoting a Deal
      • Closing a Deal won when the customer orders
      • Closing a Deal won without an order
      • Deal lost
      • Stalled Deal
      • Won Deal with services to deliver
      • Renewing a customer contract
      • Invoice from a Sales Order with goods and services
      • Invoicing each delivery
      • Customer pays part of an Invoice
      • Credit for a fully paid Invoice
      • Cannot send an Invoice that needs approval
      • Foreign-currency Invoice will not send
      • Chasing overdue customers
      • Customer is also a vendor — netting
      • Selling bundles
      • Customer refuses part of a delivery
      • Delivery documents and handover record
      • Delivering one order in several shipments
      • Selling below cost
      • Prioritising hot leads
      • Revenue by marketing campaign
      • Cannot move a Lead/Deal stage
      • Converting a quote into an order
      • Two people generate from the same source
      • Customer return after invoicing
      • Invoicing in stages
      • The next-document button is missing
      • Overview
      • Purchase Order over the approval threshold
      • 3-way match mismatch
      • Suspected duplicate vendor Bill
      • Billing an outsourced service
      • PR line does not match a budget line
      • One requisition, several vendors
      • Requisition from a project
      • Returning goods to a vendor
      • Item refused on a requisition
      • Access by purchasing category
      • Overview
      • Voiding a GRN that is already billed
      • Technician short of parts on the van
      • Closing a POS shift
      • Stock on the technician's van
      • Taking materials for a job in batches
      • Returning unused materials
      • Overview
      • Voiding an Invoice that has been paid
      • Posting into a closed period
      • Invoice refused: missing 131/511 mapping
      • Voiding a Payment
      • Bank reconciliation does not match
      • Running FX revaluation twice in a month
      • FX risk report missing a closing rate
      • Depreciation into a closed or already-run period
      • Cannot deactivate a GL account
      • Charging between two departments
      • Intercompany Invoice refused
      • Consolidating a subsidiary not on XBuddy
      • Consolidating companies on different standards
      • Prepaid amortization and accruals at month end
      • Sending a balance confirmation
      • Payroll run posting to the ledger
      • Cash flow forecast
      • Customer deposits on an order
      • Employee advances and settlement
      • Overview
      • Ad-hoc repair with no Service Contract
      • Selling equipment with installation
      • Multi-phase implementation / SOW
      • Hourly services (legal, IT, outsourcing)
      • Periodic maintenance / retainer
      • Incident under warranty
      • Helpdesk request that belongs to a service contract
      • Urgent job, billing terms unclear
      • Same customer buys goods and maintenance
      • Scope change mid-contract
      • Advance or partial invoice
      • Wrong service Invoice
      • Work done by a subcontractor
      • Quotation converted to the wrong document type
      • Quotation will not convert to a Service Order
      • Service hours: SM Timesheet or operations project time?
      • Customer job or internal job?
      • Where are field technician hours billed?
      • Overview
      • Department head cannot approve project time
      • "Role required" error on a project
      • Kickoff of a high-budget project
      • Predecessor task slips
      • Closing a parent task with open sub-tasks
      • Deliverable rejected
      • Milestone has no amount
      • Wrong hours found after approval
      • Project over budget
      • Allocation over the effort plan cap
      • A member leaves the project
      • Internal project
      • A risk materialises
      • Cannot close a meeting
      • Deleting a project
      • Cannot log time on a paused project
      • PM clicks Complete but the project stays open
      • Starting a task warns of unfinished dependencies
      • Project from template refuses a person
      • Worked 6 hours, bill the customer 4
      • Billing overtime to the customer
      • What does project cost include?
      • Reviewing a task against criteria
      • Turning meeting conclusions into tasks
      • Creating a project from a template
      • Overview
      • Leave spanning the new year
      • Self-service leave turned off
      • Picking Leave in the request catalog
      • New employee cannot use self-service
      • Employee cannot see the payslip
      • Clocking in on the web
      • Attendance device not sending data
      • Employee leaves the company
      • From Job Requisition to active employee
      • Logged OT missing from the payslip
      • OT approved by mistake
      • Overnight OT end time error
      • Manager cannot click Approve on an OT request
      • Payroll run refused: unknown formula variable
      • Payroll blocked by completion evaluation
      • Full days despite many absences
      • Punch on an approved leave day
      • Employee missing from the payroll run
      • Voiding a run that has a supplementary payroll
      • Approving time: by week or by line?
      • Editing time in a locked period
      • Gap between attendance and logged hours
      • Hiring an individual freelancer with PIT withholding
      • Locking attendance before payroll
      • Paying casual and seasonal workers
      • Paying by completion
      • Overview
      • A payment waits for approval
      • Payment approval queue
      • Delegating approvals while away
      • Returning a request for more information
      • An approval chain per request type
      • Submitters cannot approve their own requests
      • Approving part of the OT hours
      • Requesting IT support
      • Overview
      • Payee files commitment 08/CK
      • Many small payments to one person
      • Wrong amount or date after approval
      • Hourly contractor on customer service work
      • Contractor Bill failed to post
      • Overview
      • Loading historic data into locked periods
      • Group with parent and subsidiaries
    • Overview
    • Workflow Builder
    • Policies
    • Delegation
    • Automation Monitor & Audit
      • Workflow Templates
      • Policy Templates
      • Delegate Templates
    • Overview
    • XBuddy Chat (Copilot)
    • Agent & Skills Catalog
    • Scenarios
    • Pipelines
    • Agent Details by Domain
      • All Agents
      • Finance & Accounting
      • AR Collector
      • AP Manager
      • Expense Auditor
      • Accountant Assistant
      • FP&A Analyst
      • Sales, CRM & Support
      • Lead Qualifier
      • Sales Coach
      • CS Guardian
      • Support Concierge
      • Procurement, Inventory & Logistics
      • Procurement Assistant
      • Inventory Planner
      • Logistics Coordinator
      • Operations
      • Project PM
      • Field Service Dispatcher
      • Asset Manager
      • Quality Inspector
      • People
      • HR Ops
      • Recruiter Copilot
      • Payroll Assistant
      • Performance & OKR Coach
      • Learning Coordinator
      • Cross-Platform & Collaboration
      • Contract Lifecycle
      • Signature Steward
      • Approvals Steward
      • Exec Briefing
      • Knowledge Curator
      • Documents Librarian
      • Communications Concierge
      • Verticals & Marketing
      • POS Manager
      • F&B Ops
      • Distribution Manager
      • Marketing Strategist
    • Overview
    • Dashboard
      • Overview
      • Running a domain report
      • Building a custom report in Analytics Builder
      • Scheduling report delivery
      • Exporting to CSV
      • Saved reports
      • Report access settings
      • AI Hub and workflow statistics
      • Workflows & examples
      • Limits, troubleshooting & FAQ
      • Overview
      • Creating an event
      • Agenda view
      • Due view (tasks + approvals with deadlines)
      • Meeting scheduling & sharing
      • Recurring events
      • Meetings & conclusions
      • Workflows & examples
      • Limits, troubleshooting & FAQ
    • Tasks
      • Overview
      • Creating a signature request
      • Tracking signature status
      • Bulk scheduling
      • Expiry & audit trail
      • Signing methods
      • Verify signatures
      • Signature policies
      • Signing templates
      • Workflows & examples
      • Limits, troubleshooting & FAQ
      • Overview
      • Requesting and tracking leave
      • Viewing payslips
      • Tracking your OKRs and growth
      • Attendance, documents, and profile
      • Requests and approvals
      • Announcements, opinions, and decisions
      • Employment letters and help
      • Workflows & examples
      • Limits, troubleshooting & FAQ
      • Overview
      • Authoring and publishing an article
      • Organizing categories
      • Search and reader feedback
      • Closing content gaps with AI
      • Turning on the public portal
      • Requiring read acknowledgement
      • Importing an article from a document
      • Versions and comments
      • Settings and access
      • Workflows & examples
      • Limits, troubleshooting & FAQ
      • Overview
      • Authoring an internal article
      • Categorizing the wiki
      • Searching and finding gaps
      • Keeping content fresh
      • Reviewing and publishing
      • Importing from Documents
      • Comments, feedback and acknowledgements
      • Public portal and access settings
      • Workflows & examples
      • Limits, troubleshooting & FAQ
    • Overview
      • Overview
      • Contact & Account management
      • Lead pipeline (Kanban + scoring)
      • Lead funnel & handoff
      • Deals & forecasting
      • Deal approvals & activities
      • Contracts + e-signature
      • Service renewals
      • Segments & lists
      • Channel Analytics
      • Pipeline stages are configuration, not code
      • Workflows & examples
      • Permissions & settings
      • Limits, troubleshooting & FAQ
      • Overview
      • Quotations
      • Sales Orders
      • Delivery Orders
      • Generate documents
      • Delivery monitoring & handover
      • Price lists
      • Selling prices
      • Product bundles
      • Customer Returns / RMA
      • Revenue Recognition
      • Sales Teams, Reps & Commissions
      • Sales analytics
      • Workflows & examples
      • Permissions & settings
      • Limits, troubleshooting & FAQ
      • Overview
      • Product & Service catalog
      • Catalogs, Product Library & stock items
      • Content Library & AI generation
      • Marketing channels & UTM tracking links
      • Campaigns, ROI & attribution
      • Campaign members & outbound sending
      • Ad platform sync & lead capture
      • Lead scoring & Hot Leads
      • Workflows & examples
      • Permissions & settings
      • Limits, troubleshooting & FAQ
      • Overview
      • Running the Terminal
      • Opening & closing a session
      • Promotions & gift cards
      • Product modifiers
      • Transactions, voids & refunds
      • Customers & loyalty
      • E-invoices
      • Store stock
      • Reports
      • Workflows & examples
      • Limits, troubleshooting & FAQ
      • Overview
      • Customer Health scoring
      • Health Alerts
      • Renewals — one pipeline shared with CRM
      • Onboarding & templates
      • CS Playbooks & runs
      • The Helpdesk — and why it's a different queue from Service Management
      • NPS Tracking
      • SLA Management
      • CS Teams & Reps
      • Workflows & examples
      • Permissions & settings
      • Limits, troubleshooting & FAQ
      • Overview
      • Service Catalog — the operational rate card
      • Service Orders — the unit of billable work
      • Service Contracts and amendments
      • Tickets — support requests and their lifecycle
      • Timesheets → Billing
      • Billing — one queue, four models
      • Billing statements
      • OT rates and hour packages
      • Projects within Service Management
      • SLA policies & reporting
      • Workflows & examples
      • Permissions & settings
      • Limits, troubleshooting & FAQ
    • Overview
      • Overview
      • Customer invoices
      • Supplier bills
      • Expense claims + approval
      • Payments & reconciliation
      • Dunning (tiered reminders)
      • Recurring billing & retainers
      • Timesheet billing and rate cards
      • Payment approval gate
      • Employee disbursements
      • Individual service payments and PIT withholding
      • Workflows & examples
      • Permissions & settings
      • Limits, troubleshooting & FAQ
      • Overview
      • Recording and validating journal entries
      • Chart of accounts and MISA mapping
      • Bank accounts and live feeds
      • Importing and exporting bank statements
      • Reconciling transactions
      • VAT filing (Form 01/GTGT)
      • Period close and year-end migration
      • Fixed assets, prepaids, and budgets
      • Consolidation when an entity is not on XBuddy
      • Financial reports and ratios
      • Cost centers and cost structure templates
      • Cash flow forecast
      • Workflows & examples
      • Permissions & settings
      • Limits, troubleshooting & FAQ
      • Overview
      • The requisition-to-PO flow
      • RFQs and quote comparison
      • 3-Way Match
      • Vendor management and scorecards
      • Returns, debit notes, and service confirmations
      • Purchase categories and access
      • Vendor portal
      • Workflows & examples
      • Limits, troubleshooting & FAQ
    • Overview
      • Overview
      • Items master
      • Warehouses & multi-location
      • Reorder & stock requests
      • Goods Receipt (GRN) with UOM conversion
      • Stock transfers & adjustments
      • Stock adjustments
      • Stocktaking
      • Goods issue & returns
      • Costing & valuation
      • Three-way matching
      • Operations & repair
      • Outbound fulfillment flow
      • Lots, serials & expiry
      • Workflows & examples
      • Limits, troubleshooting & FAQ
      • Overview
      • Creating and dispatching a job
      • Technicians and teams
      • Van stock and parts requisitions
      • Service contracts and job acceptance
      • Job types & templates
      • Preventive maintenance
      • Requisition batches
      • Tool requisitions
      • Advanced scheduling
      • Workflows & examples
      • Limits, troubleshooting & FAQ
      • Overview
      • Asset register, categories & locations
      • Preventive maintenance schedule & work orders
      • Work orders
      • QR labels & scanning
      • Disposal & revaluation
      • Asset reports
      • Assignments & transfers
      • Depreciation
      • Asset audits
      • Workflows & examples
      • Limits, troubleshooting & FAQ
      • Overview
      • Inspection templates
      • Running an inspection (two-step submit)
      • Non-conformance reports (NCR) lifecycle
      • Pass-rate reporting
      • Quality settings & inspection sources
      • Workflows & examples
      • Limits, troubleshooting & FAQ
    • Overview
      • Overview
      • Employee lifecycle: hire → onboard → probation → terminate
      • Managing employee records & the org chart
      • Running the recruitment pipeline
      • Onboarding new joiners
      • Employee documents
      • Personal data (Decree 13)
      • Announcements
      • Configuring leave & accrual rules
      • Probation, succession & skills
      • Employee 360 profile
      • Workflows & examples
      • Permissions & settings
      • Limits, troubleshooting & FAQ
      • Overview
      • Running a payroll cycle
      • Salary structures, models, and variable pay
      • Simulating and adjusting
      • Correcting a finalised run
      • Vietnam compliance & GL posting
      • PIT, BHXH and remittances
      • Workflows & examples
      • Limits, troubleshooting & FAQ
      • Overview
      • My day
      • Logging time entries
      • Overtime and edits on time logs
      • General entries — time not tied to a project
      • The single approval inbox
      • Timesheet approval
      • Attendance, schedules, and roster
      • Overtime approval
      • Advanced scheduling (WFM)
      • Time-clock devices (including ZKTeco)
      • Workflows & examples
      • Limits, troubleshooting & FAQ
      • Overview
      • Setting goals and running reviews
      • Finalizing reviews and merit pay
      • Competencies and development gaps
      • Development plans, 1-on-1s, and feedback
      • Pulse surveys and eNPS
      • KPI dashboards and scorecards
      • Talent mapping with the nine-box grid
      • Workflows & examples
      • Limits, troubleshooting & FAQ
      • Overview
      • Creating objectives and key results
      • Running OKR cycles
      • Check-ins and progress tracking
      • Linking key results to work
      • Milestones and actions
      • Team health and analytics
      • Settings and CSV import
      • Workflows & examples
      • Limits, troubleshooting & FAQ
      • Overview
      • Authoring courses and learning paths
      • Catalog and enrolment rules
      • The learner experience
      • Enrollments, approvals, and import
      • Assessments and the question bank
      • Instructor-led sessions
      • Certificates, badges, and gamification
      • Team training and reports
      • Workflows & examples
      • Limits, troubleshooting & FAQ
      • Overview
      • Programs and program templates
      • Session templates and resources
      • Engagements and sessions
      • Coaches and coachees
      • The coachee portal
      • Certificates and analytics
      • Settings and integrations
      • Workflows & examples
      • Limits, troubleshooting & FAQ
    • Overview
      • Overview
      • How a file gets here
      • The document library — upload, folders, versions, tags
      • App folders — where files from other apps land
      • Sensitivity levels
      • Share links
      • Entity attachments — attach a file to any record
      • Search
      • AI (RAG) indexing
      • Knowledge Base integration
      • Storage quota
      • Expiry monitoring
      • Sharing and folder permissions
      • Workflows & examples
      • Permissions & settings
      • Limits, troubleshooting & FAQ
      • Overview
      • Approving or rejecting in My Tasks
      • Tracking Sent requests
      • How requests are generated (policies + workflows)
      • Configuring request types and approval chains
      • Submitting and tracking an internal request
      • Expense claims and payment/reimbursement requests
      • Settling expenses from a business trip
      • Delegation & SLA/escalation
      • Signature levels on approval steps
      • Return for revision and resubmit
      • Workflows & examples
      • Permissions & settings
      • Limits, troubleshooting & FAQ
      • Overview
      • The contract lifecycle
      • Legal review
      • The Risk Register
      • Templates and the Clause Library
      • Reports and settings
      • Renewals
      • Workflows & examples
      • Limits, troubleshooting & FAQ
      • Overview
      • Planning a project with Gantt, budget, and risks
      • Portfolio and resource capacity
      • The task board and my tasks
      • Reporting on delivery
      • Project templates and statuses
      • Project roles and members
      • Time logs and expenses
      • Project budget and cost control
      • Project finance and invoicing
      • Task review and dependencies
      • Daily log and notes
      • Workflows & examples
      • Limits, troubleshooting & FAQ
      • Overview
      • Connecting a channel (Email, Slack, Telegram, Zalo)
      • The unified Inbox
      • Team Chat
      • Canned responses & SLA
      • Reports
      • AI Hub & Concierge
      • Workflows & examples
      • Limits, troubleshooting & FAQ
    • Overview
      • Overview
      • Managing distributors and territories
      • Price lists
      • Van sales and reconciliation
      • Credit, commissions, lots & returns
      • Lots and expiry tracking
      • Reports
      • Workflows & examples
      • Limits, troubleshooting & FAQ
      • Overview
      • Tracking shipments in transit
      • Shipments from Sales Orders
      • Proof of delivery
      • Exceptions and packages
      • Planning routes
      • Handling returns
      • Carrier performance
      • Workflows & examples
      • Limits, troubleshooting & FAQ
      • Overview
      • Bill of materials (BOM)
      • Work orders & material consumption
      • Work order lifecycle & release approval
      • Quality checks on operations
      • Costing & production reports
      • Work centers
      • Production schedule
      • Material shortages
      • Workflows & examples
      • Limits, troubleshooting & FAQ
      • Overview
      • Kitchen display *(beta)*
      • Building the menu and recipes
      • POS to kitchen *(beta)*
      • Recipe costing
      • Dashboard and reports *(beta)*
      • Outlet settings
      • Loyalty
      • Online ordering & delivery *(beta)*
      • Workflows & examples
      • Limits, troubleshooting & FAQ
EnglishOperation AppsOverview

Operation Apps

Operation Apps run the physical side of the business: stock in warehouses, technicians in the field, equipment through its lifecycle, and quality gates on everything that moves. Warehouse staff, dispatchers, maintenance teams, and quality inspectors work here.

InventoryField ServiceAsset ManagementQuality
Limits, troubleshooting & FAQOverview
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