Viindoo demo handbook for trading and distribution
Part I. General configuration
This part answers the question: how is the system of Tân Việt Số set up, and if a setting is missing, which function does your company lose? Directors, chief accountants and administrators read this part first; sales, purchasing and warehouse staff read lessons 2 and 3 to understand why the system behaves the way it does. The whole part is for reading and checking only; no lesson changes a setting.
Lesson 2. Company and accounting regime
About 10 minutes. By the end of this lesson your company knows which accounting regime the system runs on, what the default tax is and where to look to check.
Tân Việt Số is a single company ("Công ty TNHH Công nghệ Tân Việt Số"), the currency is the Vietnamese dong, and the books follow Circular 99. Every document in the handbook belongs to this company.
Step 1 - Open the accounting settings
Open the menu Accounting > Configuration > Settings.
Accounting > Configuration > Settings
What you should see: the Fiscal Localization section shows the Vietnamese accounting package under Circular No. 99/2025/TT-BTC (meaning the chart of accounts 1xx - 9xx of Circular 99 is already loaded); the Taxes section has Sales Tax 10% and Purchase Tax 10%, Prices set to Tax Excluded, and the Rounding Method is Round per Line; Fiscal Country is Vietnam.
What you lose without it: without the Vietnamese accounting package there is no ready-made chart of accounts (131, 156, 511, 632...), no VAT and none of the books and reports in the Vietnamese templates (S03a, S11, B01-DN...). Without the default taxes, staff have to choose the tax by hand on every quotation line and purchase order line.
Step 2 - Read the 15x group of accounts (inventory)
Open Accounting > Configuration > Accounting > Chart of Accounts, type 15 in the search box and press Enter.
Accounting > Configuration > Accounting > Chart of Accounts
What you should see: a list of 10 accounts starting with 15, including the three accounts your company will meet throughout the handbook: 152 Raw materials, 155 Finished goods and 156 Merchandise inventory; plus 154 Work in progress, the intermediate account used during assembly. The Current Balance column changes by date, so the handbook quotes no figures.
Lesson 3. Enabled features and "what you lose without them"
About 15 minutes. By the end of this lesson your company knows which features are switched on in the three applications Inventory, Sales and Purchase, and how the process changes if a feature is switched on or off.
The table below is read from the real settings screens. Your company only looks and does not click Save.
| Feature | Status | What you lose if it is off |
|---|---|---|
| Tracking by serial number (set on each product, in the Tracking field) | On for nearly 400 products | Serial numbers cannot be recorded on receipts and delivery slips, a machine cannot be traced from purchase to sale, and repair orders cannot be created by serial number |
| Display serial numbers on delivery slips | Off | The printed delivery slip does not show the serial numbers of the machines delivered to the customer |
| Several warehouses (five warehouses) and storage locations | On | There is only one shared warehouse; you cannot see the stock of Kho Hà Nội, Kho HCM, Kho Bảo hành, Xưởng lắp ráp and Kho Demo separately |
| Multi-step supply routes | On | There are no multi-step receiving or delivery routes and no resupply between warehouses |
| Replenish on order | On | Confirming a sales order does not generate a request for quotation to the vendor or an assembly order by itself; staff have to create them by hand |
| Units of measure and packagings | On | Goods can be sold and bought in one unit only; Set, Item, Piece and Unit cannot live in the same catalog |
| Pricelists (Standard Price List, Reseller Price (5% off)) | On | Every customer gets the same unit price; reseller customers cannot be separated |
| Discounts on sales order lines | On | There is no Disc.% column; to give a discount you have to edit the unit price |
| Margins on orders | On | There are no cost, margin and margin % columns and no total margin at the bottom of the order; staff do not see the profit before closing the deal |
| Delivery methods | On | Shipping costs cannot be added to the sales order |
| Online signature | On | The customer cannot sign to confirm a quotation on the online link |
| Receipt reminder | On | The system does not remind the vendor before the expected receipt date |
| Purchase order approval | Off (one step) | Purchase orders of any value are confirmed straight away, without a manager. If you switch it on, orders from a value threshold upwards move to To Approve (see the lesson Purchasing configuration: vendors, purchase prices, order approval) |
| Perpetual inventory valuation, average cost | On for every product category | The cost of goods is not posted automatically when you sell (see the lesson Product categories and accounting accounts (152, 155, 156)) |
Step 1 - Read the Inventory settings
Open Inventory > Configuration > Settings and scroll down to the Storage Locations setting.
Inventory > Configuration > Settings
What you should see: Storage Locations and Multi-Step Routes are ticked (type serial in the search box of the settings page and you also see Lots & Serial Numbers ticked); in the Logistics section, Replenish on Order (MTO) is ticked and Dropshipping is not. The Advanced Scheduling section shows the replenishment horizon and the days to purchase.
Step 2 - Read the Sales settings
Open Sales > Configuration > Settings and scroll down to the Discounts setting.
Sales > Configuration > Settings
What you should see: Discounts, Pricelists and Margins are ticked; in the Quotations & Orders section Online Signature and PDF Quote builder are on, and Default Quotation Validity is 30 days.
Step 3 - Read the Purchase settings: order approval
Open Purchase > Configuration > Settings and type Purchase Order Approval in the search box of the settings page.
Purchase > Configuration > Settings
What you should see: the Purchase Order Approval box (request managers to approve orders above a minimum amount) is not ticked. This is why purchase orders on this system go through in one step.
Lesson 4. Product categories and accounting accounts (152, 155, 156)
About 20 minutes. By the end of this lesson your company knows which account each product category posts to, how the issue price is computed, and which entries a receipt, an assembly order and a sales invoice record.
A product category is where accounting is declared once for the whole group. Products in the category automatically use the accounts of the category, so salespeople and storekeepers do not have to choose accounts.
| Product category | Stock account | Includes |
|---|---|---|
| Hàng hóa (Goods; subcategories RAM, SSD, CPU, Màn hình, PC Barebone...) | 156 Merchandise inventory | Goods bought for resale and the components used for assembly |
| Thành phẩm (Lắp ráp) (Finished goods, assembled; subcategory PC Full) | 155 Finished goods | Tân Việt Số machines assembled in-house, and servers bought to order |
| Linh kiện (Components) | 152 Raw materials | For materials bought for assembly; no product is attached to this category at the moment |
Three things are common to every category above: revenue account 511, cost-of-goods account 632, issue-pricing method Average Cost (AVCO), and stock valuation Perpetual (at invoicing).
How to read it: the components sold or taken to assembly in this story (RAM, SSD, power supplies...) sit in the subcategories of Hàng hóa, so they are 156. When assembly is finished, the machine sits in 155. So an assembly order records a move from 156 to 154 and then to 155, and does not go through 152.
Step 1 - Open the category Thành phẩm (Lắp ráp)
Open Accounting > Configuration > Invoicing > Product Categories and click the category Thành phẩm (Lắp ráp).
Accounting > Configuration > Invoicing > Product Categories
What you should see: the Inventory Valuation section shows Costing Method Average Cost (AVCO) and Inventory Valuation Perpetual (at invoicing); the Account Properties section has income account 511, expense account 632 and Stock Account 155 Finished goods.
Step 2 - Open the category Hàng hóa
Go back to the list of categories and click the category Hàng hóa.
Accounting > Configuration > Invoicing > Product Categories
What you should see: the same as the previous category, except that Stock Account is 156 Merchandise inventory.
Step 3 - Open the category Linh kiện
Go back to the list of categories and click the category Linh kiện.
Accounting > Configuration > Invoicing > Product Categories
What you should see: Stock Account is 152 Raw materials; the Products smart button at the top of the screen shows 0 because no product uses this category yet.
Step 4 - Read the entries of a vendor bill
Open Accounting > Vendors > Bills, click the bill BILL/2026/10/0037 (purchase order P00259), then click the Journal Items tab. If you do not see this number, open any posted vendor bill.
Accounting > Vendors > Bills
What you should see: three lines: Debit 155 Finished goods (value of the goods before tax, because the server belongs to the Finished goods category), Debit 1331 Deductible VAT on goods and services (10%), Credit 331 Trade payables (the total including tax).
Step 5 - Read the entries of an assembly order
Open Accounting > Accounting > Transactions > Journal Entries, find the entry of the Inventory Valuation journal with reference XLR/MO/00062 (two entries, STJ/2026/10/0031 and 0032) and open entry 0032.
Accounting > Accounting > Transactions > Journal Entries
What you should see: Debit 155 Finished goods / Credit 154 Work in progress equal to the cost of the machine. The other entry with the same reference records Debit 154 / Credit 156 for each component used; the components add up to exactly the cost of the machine.
Step 6 - Read the entries of a sales invoice
Your company will create a sales invoice itself in the lesson Customer returns and credit notes (part Warehouse and serial numbers). Here you only preview its entries: open any posted sales invoice in Accounting > Customers > Invoices and click the Journal Items tab.
Accounting > Customers > Invoices
What you should see: Credit 511 for revenue, Credit 33311 for output VAT, Debit 131 for the receivable from the customer; and the cost pair Debit 632 Cost of goods sold / Credit 155 (or 156 for merchandise) equal to the issue cost of exactly the goods delivered.
Summary: how the documents are posted
| Document | Entry | Notes |
|---|---|---|
| Receipt (goods received from a vendor) | No entry | The Journal Entries button on the receipt shows 0. The goods are in the warehouse by quantity; the value waits for the vendor bill |
| Posted vendor bill | Debit 156 (or 155 for finished goods) / Debit 1331 / Credit 331 | The stock value rises exactly when the bill is posted |
| Completed assembly order | Debit 154 / Credit 156 (components); Debit 155 / Credit 154 (machine) | Journal Inventory Valuation (STJ); the cost of the machine equals the sum of the components |
| Delivery slip | No entry | The Journal Entries button on the delivery slip shows 0 |
| Posted sales invoice | Debit 131 / Credit 511 / Credit 33311; Debit 632 / Credit 155 or 156 | The cost of goods is posted together with the invoice, equal to the average issue price of exactly the goods delivered |
Lesson 5. Payment terms
About 5 minutes. By the end of this lesson your company knows the payment terms that are available and how they attach to customers and vendors and then apply themselves to documents.
Step 1 - Open the list of terms
Open Accounting > Configuration > Invoicing > Payment Terms.
Accounting > Configuration > Invoicing > Payment Terms
What you should see: 11 terms, from Immediate Payment, 15 Days, 21 Days, 30 Days, 45 Days, 60 Days to End of Following Month, 10 Days after End of Next Month, 30% Now, Balance 60 Days, 2/7 Net 30 and 90 days, on the 10th.
A term is declared on the record of each customer and vendor and then fills itself into the quotation, the purchase order and the invoice. For example the customer "Công ty CP Sản xuất Cấu kiện Bê tông Tây Đô" uses 45 Days; the bills of the vendor "Công ty TNHH Thương mại Kim Long Tech" carry 30 Days. The due date on invoices and the aged reports are calculated from this term.
What you lose without it: without terms, an invoice has no due date, and the aged report puts every amount in the At Date column (not yet due).
Lesson 6. Users and roles
About 10 minutes. By the end of this lesson your company knows which users the system has, which job titles they hold, and how rights are divided among the applications.
The system holds two layers of information about a person. The user layer decides which applications they can enter and what they can do. The employee record layer holds the department and the job title. Both are needed.
| User (login) | Job title in the employee record | Notable rights |
|---|---|---|
Administrator (admin) |
Administration department | Administrator of every application: Sales, Purchase, Inventory, Manufacturing, Accounting, Employees, Approvals, Website |
Nguyễn Hải Sơn (haison.nguyen) |
Giám đốc (Director) | Administrator of Sales and Purchase |
Đỗ Minh Tuấn (minhtuan.do) |
Trưởng phòng Kho vận (Head of the Warehouse and Logistics department) | Administrator of Inventory, user of Purchase |
Phạm Quốc Bảo (quocbao.pham) |
Kế toán trưởng (Chief accountant) | Administrator of Accounting |
Lê Thị Hồng Vân (hongvan.le) |
Nhân viên kinh doanh (Salesperson) | Sales: own documents only |
Phạm Thu Trang (thutrang.pham) |
Nhân viên kinh doanh (Salesperson) | Sales: own documents only |
Trần Minh Khoa (minhkhoa.tran) |
Trưởng nhóm Kinh doanh dự án (Project sales team lead) | Sales: own documents only |
Besides the six people above there is the customer portal account of Đặng Thu Hà, Purchasing Department, Nhà máy Cơ khí Chính xác Đại Nam; this account only sees the orders and invoices of its own customer and cannot enter the internal applications. Your company does the lessons of the handbook with the admin account.
Step 1 - Open the list of users
Open Settings > Users & Companies > Users.
Settings > Users & Companies > Users
What you should see: seven rows of internal users (the Internal Users filter is on): the Role column shows Administrator for admin and User for the other six.
Step 2 - See the rights by application of one person
Click Đỗ Minh Tuấn and open the Access Rights tab.
Settings > Users & Companies > Users
What you should see: the rights groups by application; under Supply Chain, Purchase is User and Inventory is Administrator; Accounting, Manufacturing and Sales are No (no access). This is why the head of the Warehouse and Logistics department can create receipts and delivery slips but cannot see the sales quotations of colleagues.
Step 3 - See the job title in the employee record
Open Employees > Employees and click Đỗ Minh Tuấn.
Employees > Employees
What you should see: the Work tab shows Department Warehouse and Logistics and Job Title Trưởng phòng Kho vận (Head of the Warehouse and Logistics department). The job title is for identification only; the real rights sit on the user (step 2).
Lesson 7. Configuration lookup: what to see and where to open it
About 5 minutes. This part has only settings and no reports of its own. The table below lists the configuration screens of this part.
| Screen | Answers the question |
|---|---|
Accounting > Configuration > Settings |
Which accounting regime and which default taxes does the company follow? |
Inventory > Configuration > Settings |
Which warehouse features are on (locations, supply routes, replenish on order)? |
Sales > Configuration > Settings |
Are there pricelists, discounts and margins? |
Purchase > Configuration > Settings |
Do purchase orders have to go through approval? |
Accounting > Configuration > Accounting > Chart of Accounts |
What are accounts 152, 155, 156 and 632 called, and what are their balances? |
Accounting > Configuration > Invoicing > Product Categories |
Which account does this product category go to, and how is the issue price calculated? |
Accounting > Configuration > Invoicing > Payment Terms |
Which deferred-payment terms exist? |
Settings > Users & Companies > Users |
Who can enter which application? |
Lesson 8. Exercise: reading the configuration
About 10 minutes. Your company does this on its own, without step-by-step screenshots.
- Open the product category Hàng hóa / RAM and the subcategory PC Full of Thành phẩm (Lắp ráp). Note the stock account of each category. Check: RAM is 156, PC Full is 155.
- Open Purchase > Configuration > Settings. Find the box that decides whether a purchase order needs manager approval and state its current status. Check: the Purchase Order Approval box is not ticked.
- Open the list of Payment Terms. Count the terms that have the word "Days" in their name and choose the longest one. Check: 90 days, on the 10th.
- Open the user Phạm Quốc Bảo. Say whether this person can create purchase orders. Check: under Supply Chain, Purchase is No.
