Viindoo demo handbook for trading and distribution
Reference and appendices
This part is for when your company has finished the lessons and needs a quick lookup: "which report answers my question", "what this system cannot do yet", "which figures are assumptions", and "where the commonly used menus are".
Management questions, which report to open
| Question of the director or manager | Open this report | How to read it quickly |
|---|---|---|
| How much will this order earn before it is confirmed? | Sales > Orders > Quotations (open the quotation) |
The Margin line in the totals; turn on the Cost, Margin, Margin (%) columns on the line with the column selector button |
| Which customer, product and salesperson bring in the most margin? | Sales > Reporting > Sales |
Choose the Margin measure, group by customer, product or salesperson |
| Which stage are the sales opportunities at? | CRM > Reporting > Pipeline |
Number and value of opportunities by stage |
| Invoice sales by month, by customer? | Accounting > Reporting > Management > Invoice & Bill Analysis |
Group by month or customer |
| Which suppliers do we buy from, and how much? | Purchase > Reporting > Purchase |
Group by supplier, product |
| How much stock is left in each warehouse, and what is it worth? | Inventory > Reporting > Stock |
Group by warehouse; the value column |
| Where has a serial number been, from where to where? | The serial number on the product, button Traceability | From the receipt to the assembly order, delivery order, repair order |
| Stock in, out and balance in the accounting form? | Accounting > Reporting > Stock Reports > General Inventory Journal (S11-DN) |
Choose the warehouse and date range, Print or Export XLSX |
| Which machines are being repaired, in or out of warranty? | Repairs > Reporting > Repairs |
Group by product, customer, status |
| Who owes the company, and for how long? | Accounting > Reporting > Partner Reports > Aged Receivable |
Columns by number of days overdue |
| Which suppliers does the company owe, and which item is due soon? | Accounting > Reporting > Partner Reports > Aged Payable |
As above |
| The balance of one customer to send for confirmation? | Accounting > Reporting > Partner Reports > Partner Ledger |
Filter Partners, export PDF |
| How much bank money is left, and which items have not arrived? | Accounting > Dashboard (Bank card) |
Balance is according to the statements; Payments is money recorded but not yet reconciled |
| Is the company making a profit or a loss? | Accounting > Reporting > Statement Reports > Profit and Loss |
Line 20 (gross profit) and line 60 |
| The state of assets and capital? | Accounting > Reporting > Statement Reports > Balance Sheet |
Lines 280 and 440 |
| Where does the money come in and go out? | Accounting > Reporting > Statement Reports > Cash Flow Statement |
Lines 20, 40 and 70 |
| How many web orders came in? | Website > Reporting > Online Sales |
Online revenue and number of orders |
What this build does not have
The demo system runs for real, but some things cannot be done automatically yet. They are stated here so your company knows to ask about an add-on solution, or to do them by hand at implementation.
| Item | Current state on this build | What your company does |
|---|---|---|
| Blocking a sale when the customer exceeds the credit limit or has overdue debt | The system only warns on the quotation and the invoice when the sales credit limit is turned on, and does not block confirming the order | The accountant looks at the aged balances before approving a delivery to a customer who owes for a long time |
| Mandatory approval of a quotation with a low margin or a large discount | The approval request attached to a quotation only reminds; the salesperson can still confirm the order | Set an internal policy; a hard block is additional development |
| Locking the selling price (the salesperson cannot edit a unit price different from the pricelist) | Not available | Use pricelists by customer group and check the margin on the quotation |
| Calculating the warranty expiry automatically from the serial number and the delivery date | Not available; the Under Warranty box on the repair order is ticked by the staff member | Look up the delivery date with the Traceability of the serial number |
| Recording the customer and supplier on each serial number to see them on the customer's file | Not available | Look up with the Traceability of the serial number |
| Payment reminders sent automatically to customers (one level or several levels by days overdue) | Not available | Follow up with Aged Receivable, send the Partner Ledger as a PDF |
| Connecting domestic carriers (GHN, Giao Hàng Tiết Kiệm, Viettel Post), reconciling COD collection | Not available; only delivery methods with a fixed fee or by rule | Record the delivery fee on the order; reconcile COD with the bank statement |
| Print template for goods receipt and goods issue vouchers in the forms VT-01, VT-02 | Not available; there are the Delivery Slip and the stock-in and stock-out reports, S10, S11, S12 in the Vietnamese forms | Print the reports by period |
| Stock aging report | Not available | See Moves History and stock by warehouse |
| Backdating stock transfers, assembly orders, repair orders | Stock documents carry the date of the operation | Operate on the right date; the accountant closes the books by the effective date |
| Electronic invoice providers other than MISA meInvoice, Viettel S-Invoice, VN-Invoice | Not available out of the box | Connecting more is additional development |
| Returning components to the supplier through a separate warranty flow | Not available | Return to the supplier with the return slip of the receipt |
The figures are assumptions of the demo
The figures below were set by the demo team to suit the size of a distributor and assembler of equipment; they are not the figures of a specific business and your company needs to replace them with real figures at implementation. [demo assumption]
| Entry | Assumed figure | Recorded where |
|---|---|---|
| Capital contributed by the owner | 15,000,000,000 VND, on 03/08/2026 | A bank statement line; B01-DN line 411 |
| Rent of the office, the Hanoi warehouse, the HCM warehouse and the workshop | 85,000,000 VND/month excluding tax, on the 1st | Purchase bills, account 6427 |
| Electricity, water, internet | 18,000,000 VND/month excluding tax, on the 25th | Purchase bills, account 6427 |
| Payroll of the sales department | 118,000,000 VND/month | End-of-month entry, account 6411; paid on the 5th of the next month |
| Payroll of the management department | 142,000,000 VND/month | End-of-month entry, account 6421; paid on the 5th of the next month |
| Reseller discount | 5% on the Standard Price List | The pricelist "Reseller Price (5% off)" |
- Selling prices, purchase prices and the bills of materials of assembled machines are assumed prices and bills of materials on a product catalog that exists in the real market.
- The transaction calendar from 03/08 to 28/10/2026 is a calendar built week by week: sales orders, purchase orders, assembly, delivery, invoices, collection on terms, with customers who pay on time and customers who pay late.
- October payroll is not yet recorded (it is recorded at the end of the month), so the October profit on the report does not yet deduct payroll.
- The figures on reports are the figures at the moment your company opens them; they move with the documents created during the day and with the date the system is opened.
Quick lookup: commonly used menus
| Task | Menu |
|---|---|
| Accounting dashboard | Accounting > Dashboard |
| Sales invoices, purchase bills | Accounting > Customers > Invoices; Accounting > Vendors > Bills |
| Sales orders to invoice | Sales > To Invoice > Orders to Invoice |
| Customer and supplier payments | Accounting > Customers > Payments; Accounting > Vendors > Payments |
| Add and reconcile statement lines | Accounting > Dashboard > Bank card > Transactions |
| Journal entries | Accounting > Accounting > Transactions > Journal Entries |
| Lock dates | Accounting > Accounting > Closing > Lock Dates |
| Journals, chart of accounts, taxes | Accounting > Configuration > Accounting > Journals; Chart of Accounts; Taxes |
| Accounting settings | Accounting > Configuration > Settings |
| Payment terms | Accounting > Configuration > Invoicing > Payment Terms |
| B01-DN, B02-DN, B03-DN | Accounting > Reporting > Statement Reports |
| Aged balances, partner ledger | Accounting > Reporting > Partner Reports |
| General ledger, trial balance | Accounting > Reporting > Audit Reports |
| Books S03a, S03b, S07, S08, S38 | Accounting > Reporting > Vietnam Accounting Reports |
| Stock reports in the statutory form (S10, S11, S12) | Accounting > Reporting > Stock Reports; Inventory > Vietnam Legal Reports |
| Invoice lists 01-1/GTGT, 01-2/GTGT | Accounting > Reporting > Invoice Lists |
| Quotations, sales orders | Sales > Orders > Quotations; Orders |
| Sales reports, margin | Sales > Reporting > Sales |
| Purchase orders | Purchase > Orders > Purchase Orders |
| Receipts and deliveries | Inventory > Operations > Transfers > Receipts; Deliveries |
| Stock by warehouse | Inventory > Reporting > Stock |
| Repair orders | Repairs |
| Online sales reports | Website > Reporting > Online Sales |
