📌 Documentation Under Development
Dear Users!
Since OmniCraft ERP is currently in an active beta stage, with regular updates and expansions, the reference materials are also being updated gradually.
At this time, please treat the documentation as a guide—it is currently incomplete, may temporarily lack descriptions for certain features, or contain minor inaccuracies.
Accounting & Operational Logic
To comfortably manage your business, it is essential to understand the internal accounting logic of OmniCraft ERP. The program is not just a repository of product lists—its accounting framework is designed as a single continuous pipeline where physical materials are gradually transformed into finished goods, and then into cash.
🔄 The Core Production Pipeline (The Pipeline)
The entire interaction logic of the application's sections is subordinate to a strict economic cycle. Resources move sequentially between tabs in the following order:
- 🛠️ "Workshop" Tab — accounting for long-term assets (sewing machines, kilns, computers, tools) and calculating their wear.
- Depreciation is transferred to overhead costs... ⬇
- 📦 "Materials" Tab — materials stock, purchases, MAC cost prices, and automatic allocation of shipping costs.
- Materials are added to product recipes... ⬇
- 🧮 "Calculator" Tab — creating recipes, automatic calculation of cost prices, and recommended retail prices.
- Launching a batch into production... ⬇
- 🔨 "Production" Tab (Workbench) — manufacturing queue, scheduling, and FIFO reserves of materials.
- Finished goods are transferred to the warehouse... ⬇
- 🛒 "Showcase" Tab — warehouse of completed items (showroom).
- Recording a sale through the chosen channel... ⬇
- 🧾 "Sales" Tab — sales channels management, custom markups, and receipts.
- Financial results are logged in the reporting suite... ⬇
- 📊 "Cash Flow", "Capital", and "Analytics" Tabs — cash movements, overall performance, capitalization, and business efficiency analytics.
A Detailed Breakdown of Each Stage:
1. "Workshop" Tab
Here, your long-term assets are accounted for: machinery, presses, expensive tools, and purchased real estate.
- Depreciation: The program automatically (in the background) reduces the value of equipment each month based on its lifespan (adjusted whenever necessary). This wear and tear forms overhead costs, which are then integrated into the cost price of future products. Consumables and minor tools are added without a lifespan and are immediately recognized as expenses.
2. Raw Materials Warehouse ("Materials" Tab)
Here, your leather, clay, wood, hardware, glue, and thread are stored.
- Cost Accounting (MAC): The program calculates the Moving Average Cost (MAC) of materials. If you purchase a batch of leather at one price and another a week later at a different price, the system will automatically calculate the average cost of the remaining stock.
- Shipping/Logistics: Shipping costs for material batches are automatically allocated to their cost price. You do not need to manually calculate the shipping share for every buckle or sheet of leather.
3. "Calculator" Tab
The section where recipes (technological cards) for your products are built.
- Cost Price Calculation: The Calculator automatically combines material costs (using the current MAC from the warehouse), the master's labor time, and overhead expenses (including equipment depreciation). Based on this net cost and your markup settings, the program computes the recommended retail price for each sales channel.
4. Workbench ("Production" Tab)
Your schedule and dynamic production queue.
- Friction-Free Planning: You do not need to plan each item strictly before starting work. You can put together a production plan for weeks or a month ahead, forming a comfortable queue.
- Smart Material Reserving (FIFO): It is not necessary to have physical materials in stock for your entire plan. The program automatically analyzes the queue from top to bottom: it reserves materials for the orders that can be fully covered by stock and flags a deficit for items requiring extra purchases. This prevents your warehouse stock from dropping into a negative.
- Priority Management and Pausing: You can change priorities in the queue at any moment—move an urgent order up/down or put a task on pause (reverting it to a draft). The program instantly recalculates material reserves based on the new priorities. If materials are available for a lower-priority task, you can process it first and hold the deficit-ridden one.
- Deduction: The actual deduction of raw materials from inventory occurs only when you mark an item as completed on the Workbench.
5. Showroom ("Showcase" Tab)
Your warehouse of completed products.
- Stock Valuation: Items are logged in stock according to their actual cost price as calculated by the Calculator.
6. Finance ("Cash Flow", "Capital", and "Analytics" Tabs)
The final destination where all financial flows converge.
- Registering a Transaction: When a product is sold, the revenue is automatically logged as inflow in the Cash Flow ledger, and the physical item is deducted from your finished goods showroom.
- Profit Calculation: The program clearly illustrates the delta between overall revenues and actual expenses.
- Efficiency Analytics: Allows you to analyze your workshop's operations, observe developmental dynamics, and study profit margins through clean charts and reports.
📈 Practical Example: From Investment to Net Profit
Let’s look at a realistic lifecycle of an artisanal craft business in the program—from initial equipment purchases to payback and your first net profit.
Step 1. Initial Investments You invested personal savings: purchased professional machinery and basic tools for $15,000, and a batch of raw materials for $5,000. Additionally, you paid $1,000 for advertising in the first month.
- Cash Flow Balance: -$21,000 (the total volume of personal funds invested to launch the business).
- Balance Sheet (Assets): $20,000 (value of machinery and materials). Note: the $1,000 advertising expense is recorded as a direct operating cost and does not increase the value of physical workshop assets.
Step 2. Production and Margin Sales You processed part of your raw materials worth $2,000, manufactured a batch of products, and sold them for $8,000. The revenue returned to your bank card. Equipment depreciation for this period was $200. (Note: your wage as a master is not separated here, but is folded into the final product markup).
- Cash Flow Balance: -$21,000 + $8,000 = -$13,000. You are still in cash "negative" because the business has not yet returned your initial personal investments.
- Balance Sheet (Assets): Equipment ($14,800 adjusted for depreciation) + remaining materials ($3,000) = $17,800.
- Takeaway: Personally, you are still down $13,000. But your workshop holds $17,800 in real, physical value. The business is working efficiently, gradually clawing back your initial investment.
Step 3. Full Payback and Net Profit You processed the remaining materials (worth $3,000) and sold the completed products for $15,000.
- Cash Flow Balance: -$13,000 + $15,000 = +$2,000.
- Balance Sheet (Assets): Equipment ($14,500 with further depreciation) + materials ($0) = $14,500.
- Final Takeaway: The business has paid for itself. You recovered your invested $21,000. Now you have $2,000 in net cash profit, while your workshop still holds $14,500 worth of active assets, ready to continue generating profit.
🛡️ Physical Inventory as a Safeguard Against Mistakes
In daily operations, it is easy to forget to press a button: not logging a purchase on time, forgetting to write off a finished item, or failing to record a sale. In OmniCraft ERP, the primary safeguard against human error is physical inventory adjustments.
The physical world is always more honest than software, meaning any forgotten action can be caught and fixed when verifying stock:
- Forgot to log raw material purchases? During a raw materials inventory count, you will find physical stock on your shelves that doesn't exist in the software. Recording this surplus will instantly align the database with reality.
- Forgot to transfer completed items to the showroom? When verifying finished goods, you will see an item on the shelf that is "missing" from your digital showcase, while the Workbench queue still shows an uncompleted order. This will prompt you to complete the production entry.
- Forgot to record a sale? The program will show that an item is theoretically in stock, but physically it is gone. Upon discovering the deficit, you will remember the sale and process the receipt.
Date Display Settings
By default, the program automatically sets the current date when processing transactions. To prevent the date field from distracting you during fast daily sales, you can completely disable its display in Settings—the program will log transactions using "today's" date. If you ever need to backdate a major sale, you can temporarily enable the date picker, log the transaction in the correct reporting period, and hide the field again.
Limitations of Mixed Finances & Accounting Discipline
Physical inventory adjustments effectively cover all tangible assets (raw materials, tools, finished goods).
However, remember: if you maintain your accounts using the default mixed finance mode, intangible forgotten expenses (such as advertising, software subscriptions, or taxes) cannot be caught by physical inventory counts. If you pay for an ad campaign with your personal card and forget to log it in the program, the system has no way of flagging this, as there is no physical box sitting on a shelf.
This is where personal accounting discipline becomes critical. To ensure your profitability charts and efficiency analytics remain accurate, build a habit of immediately recording any cashless and intangible business expenses, as well as logging any external income related to your craft that doesn't involve standard showroom products (such as tips or workshop tuition fees). Without consistent logging of these transactions, your actual net profit data will be distorted.