Help Center
Practical guides and answers for using Ooctal.
Guides
All guides
Getting Started
Sign in to Ooctal
Open your workspace and recover access if you cannot remember your password.
Read guideGetting Started
Create an Ooctal account
Register your user account before setting up your company workspace.
Read guideGetting Started
Create your first company workspace
Choose your business type and enter the company details needed to launch your workspace.
Read guideGetting Started
First setup for a company
Prepare your company workspace before entering daily transactions.
Read guideSales & Invoices
Sales invoices and receipts
Issue an invoice, collect payment, and monitor the customer balance.
Read guideGetting Started
Recommended daily workflow
A simple operating cycle for companies using Ooctal every day.
Read guideDashboard
Using the company dashboard
Read KPIs, alerts, shortcuts, and recent activity.
Read guideSocial & WhatsApp
Broadcast campaign setup and audience resolution
Create targeted email and WhatsApp campaigns with audience resolution and recipient verification.
Read guideSocial & WhatsApp
Email deliverability and spam prevention guidelines
Protect your sending domain reputation, reduce bounce rates, and ensure inbox delivery.
Read guideSocial & WhatsApp
Unsubscribe compliance and company suppression lists
Comply with RFC 8058 one-click unsubscribe and manage company-isolated suppression records.
Read guideSales & Invoices
POS shift opening, cash float, and shift closing
Control cashier sessions, count opening float, and reconcile closing payment totals.
Read guideSales & Invoices
POS hardware setup: Receipt printers, cash drawers, and scanners
Connect thermal ESC/POS printers, automatic cash drawers, and barcode readers.
Read guideSales & Invoices
Offline POS sales and automatic background sync
Continue processing sales during network interruptions with local storage synchronization.
Read guideFinance
ZATCA Phase 2 e-invoicing onboarding and compliance
Onboard cryptographic CSIDs, generate compliant UBL 2.1 XML invoices, and integrate clearance/reporting.
Read guideFinance
Online payment gateway integration and payout settlement
Connect Stripe, Tap, PayTabs, and MyFatoorah for instant customer invoice checkout.
Read guideAccounting
Fixed asset registration, valuation, and depreciation schedules
Track company assets, calculate monthly depreciation, and post automated GL entries.
Read guideInventory & Products
Batch and lot tracking with expiration date management
Control perishable and serialized inventory with FEFO/FIFO dispatch rules.
Read guideSettings
Workspace security, two-factor authentication, and audit logs
Protect sensitive financial records with 2FA, session controls, and granular audit trails.
Read guideSales & Invoices
Quotation drafting, customer approval, and conversion to sales order
Issue professional quotations, track customer approvals, and convert seamlessly to orders.
Read guideAccounting
Cost centers, project dimensions, and analytical accounting
Tag revenue, expense, and journal transactions with cost centers to generate departmental and project P&L reports.
Read guideFinance
Recurring customer invoices and automated subscription billing
Automate regular monthly or annual retainer billing schedules with automated email delivery.
Read guideFinance
Cheque tracking, post-dated cheques (PDC), and bank clearing
Manage incoming and outgoing cheques, track maturity dates, and record bank deposit settlements.
Read guideFinance
Petty cash custodian funds, payment vouchers, and replenishment
Control office cash floats, track small expense vouchers, and approve replenishment reimbursements.
Read guideInventory & Products
Bill of Materials (BOM), product bundles, and kit assembly
Build finished products from component parts with automatic stock depletion and assembly costing.
Read guidePurchases & Suppliers
Landed cost allocation: Customs, shipping freight, and handling
Apportion international freight and customs duty into item valuation for true product margin analysis.
Read guideInventory & Products
Multi-warehouse stock transfers and in-transit tracking
Transfer inventory between physical branches with dispatch, in-transit custody, and destination receipt.
Read guideHR & People
Wages Protection System (WPS) and SIF file export
Export compliant salary transfer files for central bank and commercial bank payroll processing.
Read guideHR & People
End of Service Gratuity (EOSB) and employee exit settlement
Calculate statutory severance gratuity, accrued unused leave balances, and issue final settlement clearance.
Read guideHR & People
Employee personal loans, salary advances, and automated payroll installments
Disburse staff loans and schedule automated monthly deduction installments in payroll.
Read guideClinics & Medical
Electronic Medical Records (EMR), patient history, and vital signs
Record patient medical history, allergies, chronic conditions, and track vital sign charts across visits.
Read guideClinics & Medical
Electronic prescriptions, dosage instructions, and pharmacy dispensing
Issue standardized medical prescriptions with drug dosage, frequency, and direct pharmacy integration.
Read guideClinics & Medical
Medical insurance policy setup, patient co-pays, and claim batching
Manage insurance companies, policy coverage tiers, patient co-pay deductions, and insurer claim submissions.
Read guideRestaurants & Menus
Kitchen Display System (KDS) and prep station order routing
Route incoming food tickets to specialized kitchen screens with preparation timers and order bumping.
Read guideRestaurants & Menus
Recipe management, ingredient depletion, and food cost analysis
Link dishes to raw ingredient quantities for automatic inventory deductions and gross margin control.
Read guideRestaurants & Menus
Table reservations, dining floor plans, and guest waitlist management
Manage dining room floor plans, book table reservations, and coordinate guest seating.
Read guideSocial & WhatsApp
WhatsApp Business Cloud API setup, phone registration, and webhooks
Connect official Meta WhatsApp Cloud API credentials for verified automated messaging.
Read guideSettings
Role-based access control (RBAC) and custom staff permissions
Create customized user roles, restrict access to financial reports, and enforce company segregation.
Read guideSales & Invoices
Sales returns and credit notes
Correct a sale while preserving the accounting and audit trail.
Read guideReports
Finance, tax, and inventory reports
Read the reports used for financial control and stock decisions.
Read guideCRM & Customers
Customers and contacts
Create customer records, contacts, addresses, terms, and balances.
Read guideRestaurants & Menus
Restaurant menus and orders
Configure menu items and operate the order flow.
Read guideInventory & Products
Inventory valuation and low-stock alerts
Understand stock value, reorder thresholds, and inventory reports.
Read guidePurchases & Suppliers
Supplier bills and payments
Record supplier invoices, liabilities, and settlements.
Read guideCRM & Customers
Customer activities and follow-up
Keep sales conversations, tasks, reminders, and files connected to the customer.
Read guideAI Assistant
Using the company AI assistant
Ask the assistant for navigation, drafts, summaries, and permitted company insights.
Read guideSettings
Company profile and document settings
Maintain company identity, numbering, templates, and communication defaults.
Read guideFinance
Expenses and expense categories
Record operating spending with the correct tax and accounting treatment.
Read guidePurchases & Suppliers
Purchase returns and debit notes
Return supplier goods or reduce a supplier liability with a traceable document.
Read guideHR & People
Employees, departments, and contracts
Set up the employee record and employment information.
Read guideAccounting
Chart of accounts
Organize the ledger into assets, liabilities, equity, income, cost, and expenses.
Read guideSettings
Users, permissions, and subscription limits
Control access while keeping the company within its enabled plan.
Read guideSales & Invoices
Quotations and sales orders
Prepare a customer offer and move it into the sales cycle.
Read guideFinance
Banks, cash, and reconciliation
Track accounts, payments, deposits, and differences against statements.
Read guideClinics & Medical
Clinic setup and patient records
Set up doctors, services, patients, and clinical information.
Read guideInventory & Products
Products, variants, and pricing
Create sellable items with stock, cost, price, tax, and SKU information.
Read guideHR & People
Attendance, leaves, and payroll
Run the monthly people operations cycle.
Read guideAccounting
Journal entries and financial statements
Review double-entry postings and understand the core reports.
Read guideReports
Sales, purchase, and customer reports
Analyze commercial activity, collections, and balances.
Read guideSocial & WhatsApp
Social inbox and WhatsApp messaging
Handle conversations and connect messages to customers.
Read guideFinance
Currencies, taxes, and payment methods
Configure transaction rules before using financial screens.
Read guideClinics & Medical
Appointments, visits, and clinic billing
Move a patient from booking to visit, prescription, and payment.
Read guideInventory & Products
Warehouses, transfers, and adjustments
Control stock quantities across locations and preserve movement history.
Read guideAdvertising
Advertising connections and campaigns
Connect advertising accounts and monitor campaign performance.
Read guidePurchases & Suppliers
Suppliers and purchase orders
Manage supplier records, purchasing terms, and purchase commitments.
Read guideGetting Started
Company setup checklist
A practical checklist for preparing a new company workspace.
Read guideGetting Started
Add users and assign first permissions
Invite the team and give each role only the access it needs.
Read guideGetting Started
Enter opening balances and opening stock
Bring approved starting balances into the company without breaking the audit trail.
Read guideGetting Started
Configure document numbering and templates
Make company documents consistent before sending them to customers or suppliers.
Read guideDashboard
Dashboard filters and reporting periods
Use company, date, currency, and status filters correctly.
Read guideDashboard
Understand dashboard KPI cards
Read the main sales, collection, purchase, expense, and stock indicators.
Read guideDashboard
Use dashboard alerts and shortcuts
Turn operational alerts into the next useful action.
Read guideDashboard
Review recent activity
Trace important changes made in the company workspace.
Read guideCRM & Customers
Capture and convert leads
Turn an initial enquiry into a qualified customer opportunity.
Read guideCRM & Customers
Customer groups and segments
Organize customers for pricing, communication, and reporting.
Read guideCRM & Customers
Customer credit and payment terms
Set credit limits and payment rules before issuing sales documents.
Read guideCRM & Customers
Customer statements and aging
Explain what a customer owes and how long it has been outstanding.
Read guideCRM & Customers
CRM tasks and reminders
Keep customer follow-up assigned, dated, and visible.
Read guideSales & Invoices
Sales pipeline stages
Move opportunities through a consistent sales process.
Read guideSales & Invoices
Sales discounts and price lists
Apply pricing rules without losing approval control.
Read guideSales & Invoices
Sales delivery and fulfillment
Move an approved sale from order to delivery.
Read guideSales & Invoices
Sales payment follow-up
Prioritize and record customer collection work.
Read guidePurchases & Suppliers
Purchase requisition to purchase order
Turn an internal need into an approved supplier order.
Read guidePurchases & Suppliers
Supplier price lists and terms
Keep supplier costs, currencies, and payment conditions accurate.
Read guidePurchases & Suppliers
Goods receipt and three-way check
Match what was ordered, received, and billed.
Read guidePurchases & Suppliers
Supplier aging and statement
Plan supplier payments from verified outstanding liabilities.
Read guideInventory & Products
Product categories and units
Create a clean product structure for stock and reporting.
Read guideInventory & Products
Barcodes and product search
Find products quickly and reduce selection errors.
Read guideInventory & Products
Stock receipts and issues
Record incoming and outgoing quantities with a clear source.
Read guideInventory & Products
Stock transfer workflow
Move stock between warehouses without losing custody or timing.
Read guideInventory & Products
Stock counts and variance approval
Correct physical-count differences with evidence.
Read guideInventory & Products
Inventory costing and cost of goods sold
Understand how stock cost affects sales and financial reports.
Read guideFinance
Expense approval workflow
Submit and approve expenses with supporting evidence.
Read guideFinance
Recurring expenses
Manage regular costs without losing review control.
Read guideFinance
Bank reconciliation workflow
Match system transactions to a bank statement.
Read guideFinance
Cash management
Control petty cash and cash movements.
Read guideFinance
Payment batches
Prepare multiple approved payments safely.
Read guideFinance
Tax period review
Prepare a tax period review before filing or reporting.
Read guideAccounting
Account hierarchy and posting rules
Keep parent accounts and postable accounts correctly separated.
Read guideAccounting
Manual journal entry review
Create controlled journal entries for approved adjustments.
Read guideAccounting
Period close checklist
Close a reporting period with fewer surprises.
Read guideAccounting
Trace a balance in the general ledger
Move from a report balance to the source transaction.
Read guideAccounting
Multi-currency accounting
Record foreign-currency transactions with controlled rates and balances.
Read guideHR & People
Employee onboarding
Create a complete employee record while protecting personal data.
Read guideHR & People
Employee status and transfers
Record joins, transfers, promotions, and exits accurately.
Read guideHR & People
Leave policies and approvals
Set leave rules and approve requests consistently.
Read guideHR & People
Attendance corrections
Correct attendance records with an auditable reason.
Read guideHR & People
Payroll review and posting
Validate payroll before creating payment and accounting results.
Read guideClinics & Medical
Doctors and specialties
Set up clinical staff and their appointment scope.
Read guideClinics & Medical
Clinical services and price lists
Configure billable services with clinical and financial details.
Read guideClinics & Medical
Appointment statuses and queue
Manage the daily appointment queue from booking to completion.
Read guideClinics & Medical
Patient consent and privacy
Keep patient information limited to the people and purpose that require it.
Read guideClinics & Medical
Clinical notes and follow-ups
Record permitted clinical information and the next care action.
Read guideClinics & Medical
Clinic invoices and payments
Connect billable clinical services to the standard finance workflow.
Read guideRestaurants & Menus
Restaurant tables and service areas
Prepare the floor plan for accurate order handling.
Read guideRestaurants & Menus
Modifiers and combo meals
Build flexible menu choices without losing price and stock control.
Read guideRestaurants & Menus
Kitchen and preparation statuses
Track an order from confirmation to preparation and handoff.
Read guideRestaurants & Menus
Restaurant shifts and closures
Close a service shift with sales and payment control.
Read guideSocial & WhatsApp
Connect a social or WhatsApp channel
Connect approved messaging channels with controlled access.
Read guideSocial & WhatsApp
Assign conversations and use tags
Keep incoming conversations owned and searchable.
Read guideSocial & WhatsApp
Approved replies and templates
Use channel-compliant replies without losing context.
Read guideSocial & WhatsApp
Messaging failures and retries
Handle undelivered messages and provider errors safely.
Read guideAdvertising
Advertising account setup
Prepare an advertising connection for reliable reporting.
Read guideAdvertising
Campaign filters and date ranges
Read campaign metrics with the correct reporting scope.
Read guideAdvertising
Campaign budget review
Review budgets without confusing reporting with provider changes.
Read guideReports
Report filters and exports
Produce repeatable reports that others can verify.
Read guideReports
Receivables and payables aging
Use aging reports to prioritize collection and payment decisions.
Read guideReports
Profit and loss analysis
Interpret revenue, cost, expenses, and profit for a selected period.
Read guideReports
Balance sheet analysis
Review assets, liabilities, and equity at a point in time.
Read guideReports
Cash flow analysis
Understand cash movement across operating, investing, and financing activity.
Read guideSettings
Company identity and tax profile
Keep the company identity and legal details ready for documents.
Read guideSettings
Notification preferences
Control which operational notifications users receive.
Read guideSettings
Integration health and access
Monitor connected services and remove unsafe access.
Read guideSettings
Company calendar and timezone
Align dates, working hours, and scheduled activity.
Read guideSettings
Email and document delivery
Send company documents through approved delivery settings.
Read guideAI Assistant
Use AI for navigation and explanations
Ask the assistant to explain where a task is completed and what it requires.
Read guideAI Assistant
Ask AI for company insights
Request summaries of permitted company data without losing source traceability.
Read guideAI Assistant
Use AI to draft operational text
Create drafts while keeping final responsibility with the user.
Read guideAI Assistant
Review AI actions before confirmation
Safely handle actions that can change company data or contact people.
Read guide