LAMA ERP is a fully integrated business management system designed for growing businesses of any size — from small traders to multi-warehouse operations. It covers the complete order-to-cash and procure-to-pay cycles, giving your team a single source of truth for customers, stock, finances and production.

Core Modules at a Glance

Typical Daily Workflow

Open your web browser and navigate to the LAMA ERP address provided by your administrator. You will be greeted by the sign-in screen.

Figure 2.1 — The LAMA ERP login screen

Sign In Steps

1. Enter your Username or Email in the first field.
2. Enter your Password in the second field.
3. Click Sign In → to access the system.

Interface Overview

The Dashboard is the first screen you see after logging in. It gives a real-time overview of business health and surfaces the items that need your attention today.

Figure 3.1 — The LAMA ERP Dashboard

Dashboard Sections

The Customers module is the heart of your sales operation. Every quote, order and invoice is linked to a customer account.

Figure 4.1 — Customer list view with credit status and balance

Customer List Views

Use the Table view for a detailed list with columns for Account Ref, Name, Type, Credit Limit, Balance, Credit Status, Terms and Status. Switch to Board view for a Kanban-style layout grouped by status.

Filter tabs: All · Active · Prospects · Proforma · Credit. Use the search bar for live name/reference filtering.

Customer Account Record

Figure 4.2 — Customer detail page showing credit bar and activity tabs

Each customer record has tabbed sections:

Credit Bar

The coloured bar at the top of each customer shows Credit Limit / Used / Available. Red indicates overdue invoices are blocking the account.

Creating a Customer

1. Click + New Customer in the top-right of the customer list.
2. Fill in Name, Account Ref, Type (Company / Individual / COD / Proforma), Currency and Terms.
3. Optionally set Credit Limit, Price Tier and VAT number.
4. Click Save Customer.

Importing Customers via CSV

Click ↑ Import CSV. Download the template, populate your data, upload the file. A preview shows any validation errors before you commit the import.

Contacts are the named people within a customer account — the buyer, accounts payable contact, or decision-maker. They can be managed from the Contacts sidebar link (global list) or from within each customer's Contacts tab.

Contact Fields

Quotes are formal price proposals sent to customers. Once accepted, a quote is converted to a Sales Order in one click.

Figure 6.1 — Quotes module showing pipeline metrics and quote list

Quote Statuses

Creating a Quote

1. Click + New Quote.
2. Select the Customer — prices and discount auto-populate from their account.
3. Set Issue Date and Expiry Date.
4. Add line items: search for products by name or SKU. Quantity, unit price and VAT are auto-filled.
5. Add a discount per line or an overall quote discount if needed.
6. Add any notes for the customer (printed on the PDF).
7. Click Save to create as Draft, or Save & Send to email the PDF immediately.

Converting a Quote to a Sales Order

Open the accepted quote and click Convert to Order →. All line items, pricing and customer details are carried across automatically.

Pipeline & Views

Switch between Table and Pipeline views. The Pipeline view shows quotes grouped by status with totals, win rate over the last 90 days, and expiring-soon alerts.

Figure 7.1 — Proforma Invoices module

A Proforma Invoice is a preliminary bill sent to a customer before goods are shipped, typically to request payment upfront. It is not a tax invoice.

Proforma Statuses

Once marked Paid, a Proforma can be converted into a full Sales Order, triggering the normal dispatch and invoicing workflow.

Figure 8.1 — Sales Orders list with status and stock availability indicators

Order Statuses

Stock Indicators on Orders

Order Workflow

Customer PO Reference

The Customer PO No. field stores the customer's own purchase order number. This appears on the order PDF and in the customer portal so customers can match documents to their own systems.

Required Date & Late Orders

Setting a Required Date on an order enables the late-order tracking shown in red on the list. The Dashboard also shows a Late Orders count for orders past their required date.

Dispatch Calendar

Click 📅 Dispatch Calendar on the Sales Orders list to see a calendar view of expected dispatch dates — useful for planning picking schedules.

Figure 9.1 — Dispatches list showing carrier and tracking numbers

A Dispatch Note (DN) is created when goods are shipped against a Sales Order. Stock levels are decremented at dispatch time.

Creating a Dispatch

1. Open the Sales Order and click Create Dispatch.
2. Enter the Carrier (e.g. Royal Mail, DHL) and Tracking Number.
3. Select the quantities to ship for each line (partial dispatches are supported).
4. Click Dispatch — stock is deducted and the order moves to Dispatched or Part Dispatched.
5. Click Email Customer to send the dispatch notification with tracking details.

Dispatch Statuses

Figure 10.1 — Invoice list with aged debt analysis

Invoice Statuses

Aged Debt Panel

The top of the Invoices page shows outstanding amounts broken down by age bucket: 1–30 days · 31–60 days · 61–90 days · 90+ days. Use this to prioritise chasing.

Recording a Payment

1. Open the invoice and click Record Payment.
2. Enter the payment Date, Amount and Method (BACS, card, cash, etc.).
3. If partial, the invoice moves to Part Paid. Full payment moves it to Paid.

Credit Notes

To issue a credit note, switch to the Credit Notes tab and click + New Invoice (credit notes have negative values). Credit notes can be allocated against outstanding invoices.

Figure 11.1 — Recurring Invoice schedules with next run dates

Recurring Invoices automate regular billing — retainers, subscriptions or monthly service fees. The system generates a new invoice automatically on each due date when the scheduled task runs.

Setting Up a Recurring Schedule

1. Click + New Schedule.
2. Select the Customer and enter a Title.
3. Set Frequency: Weekly, Monthly, Quarterly, Annually.
4. Set Start Date and optionally an End Date.
5. Add line items (same as a regular invoice).
6. Save — the schedule will generate invoices automatically.

Figure 12.1 — Customer Statements with aged debt analysis

The Statements module shows all customers with outstanding balances and lets you preview, print or email their account statement in one click.

Sending Statements

• Individual: Click a customer name → preview loads on the right → click Email Statement.
• Bulk: Click Send All Statements to email every customer with an outstanding balance simultaneously.

The statement PDF shows all open invoices with their due dates, payment history and the total outstanding. The aged debt grid at the top summarises the portfolio across all age brackets.

Figure 13.1 — Supplier list with YTD spend and open PO count

Supplier accounts store the details of everyone you buy from. Each supplier can have their own currency, payment terms, lead time and linked products.

Key Supplier Fields

Figure 14.1 — Purchase Orders list with delivery status

PO Statuses

Creating a Purchase Order

1. Click + New Purchase Order.
2. Select the Supplier — currency and terms auto-fill from their account.
3. Set the Expected Delivery Date.
4. Add lines: search by SKU or product name. Cost price and lead time pre-fill from the linked supplier record.
5. Save as Draft, then click Send to Supplier when ready — the system emails the PO PDF.

Receiving Stock

1. Open the PO and click Receive Goods.
2. Enter quantities received per line (partial receipts supported).
3. Stock levels update immediately on Save.
4. Once fully received, click Create Bill to generate the supplier bill.

Figure 15.1 — Supplier Bills (accounts payable) list

Supplier Bills record the invoices you receive from suppliers. They are your accounts payable ledger. Bills are typically created automatically from a received Purchase Order.

Bill Statuses

Recording a Bill Payment

1. Open the bill and click Record Payment.
2. Enter amount, date and payment method.
3. Full payment marks the bill as Paid and posts the accounting entry.

Figure 16.1 — Products catalogue in card view showing prices and stock levels

Product Types

Pricing Structure

Multi-Currency Pricing

The product view page shows a 🌍 Prices in Other Currencies card that converts all price tiers to every active foreign currency using your latest exchange rates. This is ideal for quickly quoting international customers over the phone.

Linked Suppliers

Each product can have multiple linked suppliers with their own SKU, cost price, lead time and minimum order quantity. The Preferred Supplier is used as the default when raising a PO. Manage linked suppliers from the product edit page.

Views

Toggle between Cards view (visual grid with stock indicators) and Table view (compact list). Filter by status (Active / Inactive / Discontinued), category and type.

Figure 17.1 — Stock Levels with on-hand, allocated, available and on-order quantities

Stock Columns Explained

Adjusting Stock

Click the ··· action menu on any stock line → Adjust. Enter the adjustment quantity (positive = add, negative = reduce) and a reason. All adjustments are logged in the Movements audit trail.

Transferring Stock

Go to ↗ Transfer / Relocate to move stock between warehouses or bin locations. Transfers create movement records on both sides.

Movements & Serial Numbers

The Movements sidebar link shows a full chronological log of every stock in/out. Serial Numbers tracks individual unit serial numbers for serialised products.

Figure 18.1 — Stock Takes list with progress and variance tracking

A Stock Take is a physical count of inventory. LAMA ERP compares your counted quantities against the system's on-hand quantities and calculates variances.

Running a Stock Take

Once Committed, stock levels are updated and variance adjustments are posted. The stock take is locked and cannot be edited.

Figure 19.1 — Bill of Materials list showing buildable quantities and material cost

A Bill of Materials (BoM) defines the components and quantities needed to produce one unit of a finished product. BoMs are used to drive Work Orders and calculate material costs.

BoM Fields

Figure 20.1 — Work Orders list with production progress bars

A Work Order triggers production. It consumes component stock (as defined in the BoM) and adds finished goods stock when completed.

Work Order Statuses

Completing a Work Order

1. Open the Work Order and click Start Production.
2. As units are produced, record the output quantity.
3. When done, click Complete — component stock is deducted and finished goods stock is added.

Figure 21.1 — Chart of Accounts with account codes and balances

The Accounting module provides the financial backbone of LAMA ERP. Every sales invoice, supplier bill and payment automatically posts double-entry journal entries.

Accounting Tabs

Account Code Structure

Figure 22.1 — Bank Reconciliation module showing account selector

Bank Reconciliation ensures your accounting records match your actual bank statements. Import a bank statement CSV and LAMA ERP will match transactions to existing payments and journal entries.

Reconciliation Process

1. Click a Bank Account card.
2. Click Import Statement and upload your bank CSV export.
3. LAMA ERP automatically matches transactions to invoices, bills and journals.
4. Review unmatched items — manually match or create new journal entries.
5. Mark the statement period as reconciled.

Figure 23.1 — Reports hub showing all available report types

Saved Presets

Open any report, set your filters, and click Save Preset to bookmark that filter combination. Presets appear at the bottom of the Reports hub for quick access.

Figure 24.1 — Price List report with live search and multi-currency columns

The Price List report shows every active product with sale, trade and wholesale prices, optionally converted to multiple currencies using your latest exchange rates.

Filter Options

Export Formats

• ⬇ Export CSV — Downloads an Excel-compatible spreadsheet with all price columns.
• 🗂 Print Catalogue — Opens a print-optimised catalogue layout grouped by category. Use browser Print → Save as PDF to generate a branded PDF catalogue.

Live Search (Quick Price Lookup)

The search box at the top of the price list filters products instantly by SKU, name or description. Designed for telephone price queries — a customer calls asking for a price, type the product name and all prices (including foreign currencies) appear immediately.

The Customer Portal gives your customers secure, read-only access to their own account information — without them needing access to the main LAMA ERP system.

Portal Sections (Customer View)

Granting Portal Access

1. Open the customer record and click the Portal tab.
2. Click Generate Portal Link.
3. Copy and send the unique link to the customer. No password is required — the link contains a secure token.
4. To revoke access, click Revoke next to the link.