Common Daily Workflows by Role Guide

Use this guide to train users on the daily QBM tasks that match their role, permissions, and approval process.

Overview

Different users do not need every QBM feature. A good setup gives each role the screens, reports, and permissions needed for daily work while protecting setup, approval, and closing actions.

Training rule: train each user on the workflow they perform every day before training them on exceptions, corrections, and reports.

Where to find it

Path: Help > Help Center, then search by the user role or daily workflow name.

This topic is a help or support guide rather than a transaction entry screen. Open it from the Help Center and search by the guide title or the main keyword.

Training Plan

Stage Goal Trainer focus
First hour User can sign in, find their menu, and complete one basic transaction. Navigation, screen names, required fields, save/print steps, and who approves exceptions.
First week User can complete normal daily work without supervision. Common mistakes, corrections, document lookup, reports, and handoff to the next role.
First month User understands month-end impact and can identify when to ask for help. Review reports, cutoff rules, permission limits, and support evidence collection.

Cashier / POS User

  • Open POS and confirm the correct workstation, drawer, and printer.
  • Start the batch or opening amount if required.
  • Create sales, apply payments, print receipts, and handle returns according to permission.
  • Use held receipts, customer lookup, loyalty, or discounts only when allowed.
  • Close or hand over the batch according to store procedure.

Practice exercise

Create a sample cash sale, hold one receipt, resume it, print the receipt, and explain what approval is needed for a return or discount.

Sales User

  • Create and follow up quotes, orders, invoices, and delivery notes.
  • Check customer balance and credit limit where permission allows.
  • Receive customer payments or request accounting support where required.
  • Print, PDF, or email documents to customers.
  • Review open orders, unpaid invoices, and customer statements.

Practice exercise

Create a quote, convert it to the next approved sales document, print or email it, and find the customer statement afterward.

Purchasing User

  • Create purchase quotes, purchase orders, received items, and purchase invoices.
  • Review vendor balances, open purchase orders, and received-not-billed activity.
  • Match vendor documents to received quantities.
  • Use vendor credits and payment transactions according to approval rules.

Practice exercise

Create a purchase order, receive part of it, review the open quantity, and explain who confirms price or quantity differences.

Inventory Controller

  • Create and maintain item records, categories, units, prices, lots, and serials.
  • Review stock quantities, transfers, adjustments, and physical inventory counts.
  • Investigate negative stock, discontinued items, and costing changes.
  • Use inventory reports before major stock corrections.

Practice exercise

Find an item, check its stock, create a controlled adjustment in a test workflow, and review the stock report after posting.

Accountant

  • Review journals, bank transactions, receivables, payables, tax, and payroll entries.
  • Run Trial Balance, Profit and Loss, Balance Sheet, and General Ledger reports.
  • Prepare month-end and year-end close checklists.
  • Control changes to prior-period transactions.
  • Export or archive final reports for audit and management.

Practice exercise

Review one customer balance, one vendor balance, and one bank transaction, then run Trial Balance and identify the current reporting period.

Payroll / HR User

  • Maintain employee records, payroll items, attendance entries, leave records, and deductions according to company policy.
  • Review payroll calculation results before posting or printing payslips.
  • Confirm approval rules before changing salary, allowance, leave, or deduction details.
  • Use payroll reports to reconcile payroll totals before month-end close.

Practice exercise

Review one employee, confirm payroll items, enter a sample attendance or leave transaction, and identify which report confirms the payroll result.

Administrator

  • Create users and assign each user to the correct security group.
  • Maintain company options, numbering, print templates, email settings, and allowed integrations.
  • Review activity logs and support messages.
  • Confirm backup and restore procedures are working.
  • Coordinate testing after updates or configuration changes.

Practice exercise

Create a test user with a limited role, confirm the visible menu matches the role, and explain the approval path for new permissions.

Trainer Checklist

  • Confirm each trainee has the correct user account and security group before training begins.
  • Use sample transactions or a training company where possible.
  • Ask the trainee to complete the workflow without step-by-step prompting.
  • Confirm the trainee can find saved documents and run the basic review report for their role.
  • Document any missing permission, unclear wording, or repeated mistake for follow-up.

What To Send Support

When a user cannot complete a workflow, send support a short, complete description instead of only saying the screen does not work.

  • User role and branch or store.
  • Screen or report name.
  • Document number, customer, vendor, item, or employee involved, if safe to share.
  • Exact step where the issue happens.
  • Exact message shown on screen.
  • Screenshot with sensitive values hidden when needed.
  • Whether the issue affects one user, one workstation, or everyone.
  • Date and time when the issue happened.

Support Summary

This guide maps the main QBM user roles to daily work, practice exercises, trainer checks, and support handoff details. Use it when onboarding new users, refreshing existing staff, or preparing support notes for a workflow issue.