Who works where
Organization
The whole business: it groups companies and client accounts, and owns what they share, such as the catalogue and the stock locations. Signing up creates an organization and its first company. See Run the organization and its companies.Company
A business inside an organization that sells, buys and keeps stock, with its own team. All companies of an organization are at the same level, and a second shop is a second company. See Run the organization and its companies.Client account
A business that the organization serves without owning it, such as a bakery whose books an accounting firm keeps. It has its own team, profiles and books, and it is not a company. See Client accounts.Space
The place where a person works in Exowpee: a company space, a client space or the organization space. Each space has its own members, profiles and roles. See Multi-tenancy explained.Organization owner
The person who signed up and created the organization. Only the owner creates further companies and client accounts. See Run the organization and its companies.Member
A person who belongs to an organization, a company or a client account. One person can be a member of several, and joins each one through an invitation. See Manage members.Invitation
An email that asks a person to join a company, the organization or a client account. The person accepts it to become a member. See Invite and onboard members.Agent account
An account for an employee who does one job under one fixed profile, without joining as a member. Exowpee generates the username when the account is created. An agent account is a real person’s login, not an automation. See Manage agent accounts.Plan
The pricing plan of the organization. It decides which features, such as accounting, and which payment methods the organization may use. See Money accounts and payment methods.Access
Permission
The right to do one kind of action, such as recording a customer payment. See Permissions explained.Role
A named group of permissions that one job needs, such as “cashier”. See Define access profiles and roles.Profile
A named group of roles that a person receives in a space. An agent account has exactly one. See Define access profiles and roles.Built-in profile
One of the two profiles every space starts with: administrator and read only. They are for people, not for agent accounts, and they cannot be edited or deleted. See Permissions explained.Administrator
A person whose selected profile is the administrator profile. An administrator has every permission. See Permissions explained.Profile assignment
The link between a member and a profile in one space. A member can have several and chooses one when switching. It can have working hours, can be suspended, and one of them can be marked as the default. See Assign access to people.Working hours
The days and times when a person, an agent account or a company is allowed to work in Exowpee. Outside them, a person is refused. See Assign access to people.Extra permission
A permission given to one member or agent account on top of their profile, optionally until an end date. See Grant individual extra permissions.Access manager
A member who is allowed to manage the roles and profiles of a space. Agent accounts never manage access. See Define access profiles and roles.Location limit
A restriction that keeps one person or agent account away from some stock locations. See Limit access to locations and books.Access grant
The right, given to one person of the organization, to work in the accounting books of the organization or of one company. Permissions say which actions; access grants say on whose books. See Limit access to locations and books.Selling
Order
A sale being prepared and then cashed: the customer, the items with their prices, taxes and discounts. Nothing is taken from stock until a cashier confirms it. See Take and approve orders.Approval
The decision of a person with the right to let an order through when it needs one, for example a large manual discount or a credit sale above a customer’s limits. See Take and approve orders.Manual discount
A discount typed by the seller on an order, as opposed to one given by a discount campaign. The company can require an approval above a chosen percentage. See Company profile, settings and currencies.Seller
A person who prepares orders for customers. See Sellers and cashiers.Cashier
A person who is assigned to a cash register, cashes orders there and takes customer payments. A register keeps at least one cashier. See Sellers and cashiers.Cash register
The counter where a company cashes its sales. It has its cashiers, its payment methods and its own cash balance. See Set up cash registers.Register session
The time between opening a cash register in the morning and closing it in the evening. The cashier opens it with the opening balance and closes it with the counted closing balance. See Run a register session.Cash register computer
A computer or tablet linked to one cash register, with a secret that lets it open the register. It is also called a cash device. See Connect cash register computers.POS device
An installation of the point-of-sale software that keeps receiving the organization’s data so that it can keep selling when the internet is cut. One can serve several companies of the organization. See Connect offline POS devices.Ledger account
The accounting account that holds the balance of one cash register. It is where the opening balance of a register session comes from. See Set up cash registers.Invoice
The document Exowpee produces when a sale is confirmed. See Run a register session.Delivery
Goods taken to a customer for a sold order. For goods that arrive from a supplier, see Reception. See Deliver orders.Delivery zone
An area where the company delivers, with its delivery fee. See Deliver orders.Collect on delivery
A delivery for which the driver collects an amount from the customer at handover. See Deliver orders.Customers and credit
Customer
A person or business that buys from one company. Customers belong to the company, not to the organization as a whole. See Manage customers.Credit
Selling now and being paid later. Only a customer who is allowed credit can buy this way, and what the customer has not paid is added to what they owe. See Collect customer credit.Opening balance
The amount a customer already owed when the company started using Exowpee, so that nothing from the old notebook is lost. See Collect customer credit.Maximum balance
The most a customer may owe in total. See Collect customer credit.Maximum credit per sale
The largest credit sale a customer may make without approval. See Collect customer credit.Repayment
A payment taken at an open register to reduce what a customer owes. It settles the orders due first unless the cashier names an order. Its API name is customer payment. See Collect customer credit.Store credit
Money the business owes a customer after a paid sale in that customer’s name is cancelled. It is kept per currency and paid back in cash at an open register. See Pay back customers’ store credit.Discount campaign
A promotion with a start date, one or more tiers and a rule for who gets it. It applies by itself or when the customer gives a code. See Run discount campaigns.Tier
One step of a discount campaign: from a minimum amount, the customer gets a given discount. See Run discount campaigns.Restricted campaign
A discount campaign that only the customers you choose can use. A customer can also be excluded from any campaign. See Choose who gets a campaign.Combination policy
The rule that says whether a campaign can be used together with other discounts (stackable) or only alone (exclusive). See Run discount campaigns.Catalogue and prices
Product
Something you sell, described once for the whole organization, such as “Cement 50 kg”. It has one or more variants. See Create products and variants.Variant
One version of a product, such as a colour or a size. It has its own units of sale and prices. See Create products and variants.Option
A way in which variants differ, such as “colour” with the values “black” and “white”. See Organize with options and categories.Category
A group of products, such as “Roofing”. Taxes can be set for a whole category. See Organize with options and categories.Item
A product variant or a bundle: what you can price, stock and sell. See Set prices and units of sale.Bundle
A set of at least two products sold together as one item, such as a crate with its bottles. It belongs to one company. See Sell bundles and kits.Unit of sale
A way of selling an item, such as the bag or the bar, with its own SKU and barcode. Each is linked to a unit of measure. See Set prices and units of sale.Unit of measure
A unit such as kilogram, litre or crate. Units are grouped by what they measure. See Units of measure.Reference unit
The unit to which the others of the same group are compared. Every other unit says how many reference units it holds. See Units of measure.SKU
A code that identifies one unit of sale. Exowpee can generate it. See Set prices and units of sale.Price
A named amount at which a company sells one unit of sale. A company can have several, and another company can have different ones. See Set prices and units of sale.Draft
The first state of a record that is prepared before it counts, such as a product variant, a bundle, a purchase or a transfer. In a draft the record can still be changed freely. See the page of each record.Archived
A record that is put away but kept, such as a bundle or a discount campaign. It can be restored or returned to draft. See Sell bundles and kits.VAT and other taxes
VAT
The main tax, with its own rates. Each VAT rate has a code and a percentage, and one rate is the default. See Set up VAT and the other taxes.Other tax
Any tax that is not the VAT. It is either a percentage or a fixed amount and applies to items or to whole orders. It can be built on top of another tax. See Set up VAT and the other taxes.Fiscal profile
The organization, the country and the fiscal status of a company. Companies with the same three share the same VAT rates and taxes. The taxes and their rounding setting are kept in the tax profile of the fiscal profile. See Set up VAT and the other taxes.Taxable
Said of a category or an item that is charged tax. See Apply taxes to products and orders.Inherit
The setting of an item that follows the tax treatment of its category. The other setting is custom: the item has its own taxes. See Apply taxes to products and orders.Order tax
A tax charged on the whole order and not on each item. See Apply taxes to products and orders.Tax rounding
The choice of where the leftover goes when a tax does not divide evenly: to the net amount or to the tax. See Set up VAT and the other taxes.Recoverable VAT
The VAT paid on a purchase that the company can get back. When a purchase has VAT, you say whether it is recoverable. See Create and approve purchases.Stock and transport
Location
A place where stock is kept, such as a shop, a warehouse or a yard. A location belongs to the organization and is shared with the companies that may use it. See Locations, vehicles and site sharing.Vehicle
A truck or other vehicle that carries goods. It belongs to the organization and has no location group. See Locations, vehicles and site sharing.Site
The word for a location or a vehicle taken together, as in “site sharing”. See Locations, vehicles and site sharing.Location group
A set of locations that count as one place, such as “Parakou hub”. Transfers point to a group, not to a single location. See Locations, vehicles and site sharing.Tracked in stock
Said of a product whose quantities Exowpee follows. A product that is not tracked never adds to or takes from stock. See Create products and variants.Stock level
How much of an item a company holds at a location. See Check stock levels and label lots.Lot
Goods of one item that arrived together, with their own cost. Two deliveries of the same item make two lots. See Check stock levels and label lots.Stock label
A tag such as “Promo” or “To return” put on a lot. It changes no quantity or cost. Labels are shared by the whole organization. See Check stock levels and label lots.Stock correction
A recorded change of the stock of an item, with a reason, when the count does not match, either as the final quantity or as a difference. Its API name is stock regularization. See Correct stock and declare damage.Damage record
A record of goods that were damaged while in stock, with a reason, which takes them out of stock when confirmed. See Correct stock and declare damage.Transfer
A movement of goods from one place to another, possibly through several stops that belong to different companies. See Plan and run stock transfers.Transfer step
One stop of a transfer, at a location group. The company that holds a location there approves it when the goods arrive and marks it done when it has finished. See Plan and run stock transfers.Leg
The transport between two consecutive stops, with its vehicles and its costs. See Transport legs, vehicles and costs.Segment
A part of a transfer that carries goods between two steps. The goods of a segment are listed as lines. See Load goods and handle losses in transit.Loss in transit
Goods declared lost during a transfer before they were received. See Load goods and handle losses in transit.Cost distribution
The way a transfer shares its transport costs between goods: equally (average) or in proportion to the value of each line (prorata). It is chosen when the transfer is created. See Plan and run stock transfers.Trip
A saved route that can be reused to start transfers or serve deliveries. It is shared with the whole organization or private to one company. See Reusable trips and waypoints.Waypoint
A named place on a route that is not a stock location, such as a border post. See Reusable trips and waypoints.Rate
A named transport cost that a company enters on a trip or one of its legs. Only the company that entered it sees it. See Reusable trips and waypoints.Buying
Supplier
A business the company buys from. It has contact details, credit terms, delivery rates and pickup points. The API and some screens say vendor. See Manage suppliers.Purchase
An order for goods placed with a supplier, with its lines, costs and status. Its API name is also purchase, and its printed form is the purchase order form. See Create and approve purchases.Purchase order form
The printable document of a purchase. Once generated, it is a fixed copy. See Create and approve purchases.Credit purchase
A purchase that is paid later, under the supplier’s credit terms. See Create and approve purchases.Payment terms
The number of days after the purchase date by which a credit purchase must be paid. See Manage suppliers.Debt limit
The most the company may owe a supplier in total. A separate order limit caps one purchase. See Manage suppliers.Reception
Goods from a purchase arriving and entering stock. It is either a delivery brought by the supplier or a pickup collected at the supplier, and it enters stock when confirmed. See Receive purchased goods.Pickup
A reception where the company collects the goods at the supplier. It has no delivery fee. See Receive purchased goods.Pickup point
A place where a supplier hands goods over to be collected. See Manage suppliers.Delivery rate
A saved delivery fee of a supplier. See Manage suppliers.Supplier return
Goods sent back to a supplier. It can expect a replacement or a credit note, and it comes from a purchase or from a reception. See Return goods to suppliers.Credit note
A document from a supplier that reduces what the company owes for returned goods. See Return goods to suppliers.Debt adjustment
A correction that lowers what the company owes on a credit purchase without a payment. See Pay suppliers and adjust debt.Money and payments
Money account
A bank or mobile money account of the organization. It is linked to the companies that may use it, and for each one it may receive money, pay money out, or both. See Money accounts and payment methods.Payment method
A way of taking or giving money, such as cash, mobile money, bank transfer, card or cheque. The plan decides which ones are allowed, and each cash register chooses the ones it accepts. See Money accounts and payment methods.Cheque
A payment by cheque, followed from the moment the company receives it: deposit at the bank, payment or rejection, return to the customer or write-off. See Handle cheques.Card settlement
The moment when the money of a card payment reaches the bank, a few days after the sale and after the operator’s fee. Cash, bank transfer and mobile money payments are settled when they are recorded. See Card and payment settlements.Payment source
A payment recorded for accounting, such as a customer payment taken at a register. See Card and payment settlements.Bank statement
The list of movements of a bank account over a period, entered to be compared with the books. See Reconcile bank statements.Reconciliation
Comparing the lines of a bank statement with the books, matching each one to its entry, then closing the statement when everything is matched. See Reconcile bank statements.Accounting
Books
The complete accounting of one organization, one company or one client account: its accounts, journals, fiscal years and entries. See Set up the books.Accounting module
The accounting features, which are available only when the organization’s plan includes them. See Set up the books.Account
A line of the chart of accounts, with a code such as 521, where amounts are recorded. See Set up the books.Chart of accounts
The list of all the accounts of a book, organized by code. See Set up the books.Journal
A register of entries of one kind, such as sales, purchases, bank or cash. See Set up the books.Journal entry
A record in the books that moves amounts between accounts, with debits equal to credits. Sales and payments are recorded without anyone typing them; accountants can add manual entries. See Record and correct entries.Reversal
A new entry that cancels an earlier one without erasing it. See Record and correct entries.Recurring entry
An entry that is recorded again by itself every month, quarter or year. See Record and correct entries.Entry import
A file of entries in CSV format that is checked and then recorded all at once, or not at all. See Import entries from a file.Matching
Linking the open lines of a third-party account, such as a customer invoice and the payment that settles it, so that both are closed. A line not yet matched is an open item. See Match open items.Fiscal year
The accounting year of a book, with its dates and its currency. Creating a year creates its monthly periods. See Fiscal years and periods.Fiscal period
A part of a fiscal year, usually one month. Entries are recorded in an open period, and a closed period no longer accepts them. See Fiscal years and periods.Closing
Locking a period or a year once its figures are final. Closing a year also moves its result into the accounts where it belongs. See Close the fiscal year.Result allocation
The decision of how the profit of a closed year is split, for example between reserves, retained earnings and dividends. See Close the fiscal year.Carry forward
Bringing the closing balances of a year into the next one as its opening balances. See Close the fiscal year.Fiscal event
A provision, an accrual or a deferral recorded before the year closes. See Close the fiscal year.Fixed asset
Something the business owns for years, such as an oven or a truck, whose cost is spread over its useful life as depreciation. When it is sold or scrapped, it is disposed of. See Fixed assets and depreciation.VAT declaration
The statement of the VAT of one period, made from the books. Periods are declared oldest first, one declaration for each. See Declare VAT.Annual statements
The balance sheet, the income statement, the cash flow and their notes for one fiscal year, in the official SYSCOHADA layout. Some notes are typed by hand; others are computed. See Official annual statements.Filing
The frozen copy of the annual statements of a closed year, prepared as a draft and then submitted. A filing that is replaced by a newer one is superseded. See File annual statements.Related party
A customer or vendor of a book that belongs to the same group, such as a parent, a subsidiary or a sister company. See Declare transfer pricing.Transfer-pricing declaration
The yearly declaration of the trade and loans between a business and its related parties established outside Benin. It is owed when turnover or gross assets reach one billion FCFA and at least one related party is established outside Benin. See Declare transfer pricing.Aggregation
A report that adds up the books of several owners that a person may access, keeping the flows between them. It is not a consolidation. See Accounting reports.Consolidation
The statement of the organization and all its companies as one group, from which the flows between them are removed. Client accounts are never part of it. See Accounting reports.Export
A file generated from a book for a fiscal year, either the audit file or the statements file, to keep or to hand to someone. See Export and share accounting files.Sharing link
A secret web link that lets someone without an account download an export until it expires or is revoked. See Export and share accounting files.Cost analytics
Analytic axis
A way of looking at costs and income, such as by shop, by project or by product line. It is divided into sections. See Set up analytic axes, sections and rules.Analytic section
One part of an analytic axis, such as one shop. Sections can have children. See Set up analytic axes, sections and rules.Allocation
The split of one line of an entry between the sections of an axis. For each axis, the parts must add up to the whole line. See Allocate lines and read analytic reports.For developers
Amounts
Amounts are not all written the same way. The reference page of a field says which one applies. The main unit is the whole currency unit with decimals, such as 18.50. Minor units are whole numbers of the smallest unit: withcurrency_exponent 2, 1850 means 18.50, and with exponent 0 (XOF) 185000 means 185,000 FCFA.
- Main unit, with no more decimals than the company’s
currency_exponent: order item prices, manual and campaign discounts, delivery fees and collected amounts, the closing balance of a register, customer opening balance and credit limits, catalogue prices, bundle and stock correction costs, purchase payments and discounts received, debt adjustments, delivery fees and costs of purchases, supplier limits and delivery rates, transfer and trip costs and rates, and store credit payouts and balances. These actions answer in the main unit too. - Main unit with its own currency: the
valueof a payment taken on an order or as a customer repayment, and of a cheque replacement, is sent withcurrency_codeandcurrency_exponent, and may have no more decimals than that exponent. Fees sent with it,actual_fee_amount, are whole minor units. - Minor units, as whole numbers: accounting, including entries, reports, bank statements and fixed assets, cost analytics, VAT declarations, the year-end close and cheque fees and filters. The answers carry
currency_codeandcurrency_exponent. Thefixed_amountof a tax and the refund lines of a cancelled sale are also whole minor units.
Account types
The kind of account that signs in decides the space:user, agent, client, client_agent, organization or organization_agent. The agent types also need the identifier of their company, client or organization. See Authentication explained.
Permission names
A permission is named after the action, such asroles.list or purchases.update. The names appear in the reference pages. See Permissions explained.
Choosing the answer
On controlled routes,?include= adds related records, ?fields= keeps only some keys, and ?response=resource makes a create or update answer with the record instead of no content. See the reference page of the action.
Book in the path
In the organization space, the first identifier of an accounting path is the book. It is the organization’s own book or that of one company. A client account works on its own book under its own path. See Set up the books.Where to go next
- The big picture: where data lives, who can do what and what a sale sets in motion.
- Multi-tenancy explained: the spaces and what is shared.
- Permissions explained: profiles, roles and administrators.