Company
Invoice PDF Storage
Select the folder used to archive a PDF copy when an Invoice is Posted.
The browser may ask you to approve folder access again after restarting.
Delivery Receipt / POD Storage
Select the hard-drive folder for customer-signed return receipts and Print - Delivery files. VSTONE creates one folder per Sales Order.
Purchasing Home
Purchase Order subsystem
Master Data
Suppliers
Add suppliers and view all suppliers.
Products
Add products and view Product Master.
Vendors / Logistics
Ocean Freight, Local Trucking, Customs Broker.
Purchasing Workflow
1. Purchase Order
→
2. Add Bill List to PO
Attach existing Freight, Local Trucking, Customs Broker and Misc bills to a Purchase Order by Bill Number.
→
3. Inventory
Freight / Customs / Trucking Bills
Inventory Not Received
PO slab lines that have not yet been received into physical inventory.
Add Product
Products can be added manually below or imported from Excel.
Product Excel Import
Product Details
Product details use the same fields as Add Product and are read-only.
Product List
Search existing Products. No Product List is displayed until at least one search condition is entered.
Product Search
Suppliers / Vendors / Logistics
Suppliers and logistics companies can be added manually below.
Excel Import / Export
Import Supplier / Vendor / Logistics companies from Excel or CSV. Supported types: Supplier, Ocean Freight, Local Trucking, Customs Broker.
All Vendors / Logistics List
All Suppliers, Ocean Freight, Local Trucking and Customs Broker companies
Purchase Order
Purchase Order workflow.
New PO
Create a new Purchase Order.
PO List
Search, view and manage existing Purchase Orders.
PO List
All Purchase Orders
Zebra: Use Export Barcodes Excel for ZebraDesigner / label-data import. The "Barcode Value" column is the exact Unique Code.
Each PO can export all Unique Codes for Zebra barcode printing. Excel is formatted for label-data import; CSV and TXT are also available.
Each PO can export all Unique Codes for Zebra barcode printing. Excel is formatted for label-data import; CSV and TXT are also available.
New PO
Create a PO by either importing a Packing List from Excel, or manually adding products.
Engineered stone: enter Block Number + slab quantity and the software generates unique slab codes.
Natural stone: enter each slab Length + Width + Block Number; sqft and unique code are generated automatically.
PO Header
Create a new PO, or use Edit Purchase Details from All Purchase Orders to load an existing PO back into this form.
Loaded from Suppliers / Vendors where Type = Supplier.
Purchase Details
Can be entered manually or generated automatically after confirming the Excel Packing List.
Type any part of a Stone Name. Natural Stone purchases are calculated by Square Feet × $/sqft and also show slab count. Engineered Stone remains Slab Quantity × Price/Slab.
Option A — Import Packing List from Excel
After Excel import, every row can be edited. Review and correct Product / Block / Slab / dimensions, then click Confirm Excel Import & Generate Purchase Details. The system will automatically create / update Purchase Details from the confirmed Excel rows. Purchase Price = Excel Purchase Price.
Barcode Image Import
Upload a photo containing multiple slab barcodes. Recognized Unique Codes can be reviewed and manually corrected before import.
Option B — Manual Product Entry
Only Products already added in Purchase Details are available here. This prevents Unique-Code lines from using products not included in the PO Purchase Details.
Engineered Stone / Quartz / Porcelain — enter Block Number and number of slabs.
Manual PO Lines
Natural Stone Sqft Summary
Automatically totals all manually entered Natural Stone slab sqft by Product.
Purchase Detail ↔ Unique Code Reconciliation
Natural Stone: only slab count is validated. Sqft is shown for reference and purchase calculation, but is not used to block PO saving.
Before saving, the Product and Quantity in Purchase Details must exactly match the Product and number of Unique-Code slab lines.
Ready.
Purchase Order Audit Log
Administrative PO deletion records are retained here.
PO Invoices / Bill
Add Bill List to PO
Select a Purchase Order, then attach existing bills by Bill Number.
For each linked Bill, enter the Allocation Amount assigned to this PO. Add to PO only records the link/allocation; Landed Cost changes only when you click Calculate / Recalculate Landed Cost.
Linked Bills
PO Landed Cost Calculation
PO Add Bill List
Shows every PO ↔ Bill allocation. Click a PO Number to open that PO. Allocation amounts are used only when Landed Cost is recalculated.
All Bill List
Receiving
Receiving only: select Warehouse and Rack Location, then scan / enter the Unique Code or click Receive directly from the Receiving List.
Landed Cost Calculation is handled only in Add Bill List to PO.
Ready.
Receiving List
No Receiving lines selected.
Inventory Search
Choose an Inventory search mode. This page does not display the Inventory List.
Admin Inventory Search
Administrative inventory search with Available / Hold / Sold / Voided status, order links, actions and editable Rack.
Inventory on the Way Search
Search PO slab / Unique Code lines not yet Received into Inventory.
Inventory 1
Search inventory by Stone Name, Category, Stone Type, Block, Length and Width.
Products Sold History
Search historical slab / Unique Code records that have been sold and shipped out.
Inventory on the Way Search
Shows PO slab / Unique Code lines that are still Open and have not yet been Received.
Inventory 1
Search current inventory by product, slab dimensions and Product available quantity. Qty ≥ and Qty ≤ search the Product's total Available quantity combined across ALL Blocks. They do not search the quantity of an individual Block.
Inventory 1 Search
No slabs selected.
Products Sold History
Historical inventory that has been sold / delivered. This page is prepared for the Sales Order / Delivery workflow so the actual shipped Unique Code can be recorded here.
New Hold Order
Create a Hold Order for a customer. Customer Days of Hold automatically controls the expiry date. Inventory 1 Search is built into this page so slabs can be searched and selected without leaving the Hold Order.
Selected Hold Items
Natural Stone is held by specific Slab / Unique Code. Engineered Stone is held by Product + Block + Quantity only.
Misc Charges
Amount = Quantity × Unit Price. Tax is selected separately for each Misc item.
| # | Description | Quantity | Unit Price | Amount | Tax | Clear |
|---|---|---|---|---|---|---|
| 1 | $0.00 | |||||
| 2 | $0.00 | |||||
| 3 | $0.00 |
Hold Order Total
Inventory 1 Search
Natural Stone: select specific slabs. Engineered Stone: hold only Product + Block + Quantity; Slab Number / Unique Code will be assigned later by barcode scan at Delivery.
No slabs selected.
Scan Barcode — Sales Order
Scan Unique Code
Android scanner: scan directly into this box. Enter / scanner Enter suffix adds the slab.
Required vs Scanned
If the barcode scanner is unavailable, select slabs from the Block Slab List and add them manually to the Scan Barcode workflow.
Scanned Slabs
Hold Order List
Search Hold Orders by Hold No., Sales Order No., Customer, Status and date range.
Hold Order
Delivery Order
Slab Inventory
Admin Inventory Search
Customer Details
Customer details are shown in the same field layout as Add Customer, but are read-only.
Customer List
Search existing customers by Company Name, Contact Name or Mobile. No Customer List is displayed until at least one search condition is entered.
Customer Search
Sales Order
Sales workflow center.
New Sales Order
Create a new Sales Order.
Hold Order List
Review existing Hold Orders.
Sales Order List
Search and manage Sales Orders.
Invoice List
View invoices created from Sales Orders.
New Sales Order
Create a Sales Order using the same customer, pricing and Inventory 1 workflow as New Hold Order.
Selected Slabs for this Sales Order
Misc Charges
Amount = Quantity × Unit Price. Tax is selected separately for each Misc item.
| # | Description | Quantity | Unit Price | Amount | Tax | Clear |
|---|---|---|---|---|---|---|
| 1 | $0.00 | |||||
| 2 | $0.00 | |||||
| 3 | $0.00 |
Sales Order Total
Inventory 1 Search
Search Inventory directly here. Available slabs can be selected. Hold and On the Way information remain available.
No slabs selected.
Delivery Receipt / Proof of Delivery
Customer Signed Receipt
Upload one or more photos/files of the customer-signed return receipt. Each upload is retained separately.
Archived Files
Sales Order List
Invoice List
Invoice View
Edit Invoice
Sales Order
Returns / Credit Memos
Every return creates a separate Credit Memo. Posted Invoices are never changed. Natural Stone return eligibility is based on the actual Sold Sqft, not the original Received Sqft. Returned sqft is added back to Inventory using the actual returned sqft.
Create Return / Credit Memo
Manual Credit Memo / Debit Memo
Manual memos are accounting adjustments linked directly to the Customer account. They do not change Inventory. Use Return / Credit Memo above when physical stone is being returned.
Credit Memo Use For
Credit Memo allocation is MANUAL ONLY. Posting a new Invoice will never auto-use Credit Memo / Account Credit. Allocate a Customer's available Credit Memo balance here to one or more posted Invoices. A Credit Memo can be partially used, fully used, or split across different Invoices.
Credit Memo List / Balance
Credit Memo Use History
Credit / Debit Memo History
Receipt
Financial receipt entry linked to the Customer account. Use this page for customer payments received.
Receipt History
Refund
Financial refund entry linked to the Customer account. This page does not return physical inventory; use Returns / Credit Memos for stone returns.
Refund History
Customer Statement List
Search and select multiple Customers. View, Print and Email statements individually or in bulk.
No customers selected.
Customer Statement
Search a customer and month to review statement activity. Statements include Opening Balance, Invoices, Debit Memos, Receipts / Payments, Credit Memos / Returns and Closing Balance.
Month-End Statements
Customers with Monthly Statement = Enabled will receive a stored month-end statement record.
Statement History
Monthly Total Sales Email
Configure the automatic Monthly Total Sales PDF email. The report covers the complete selected calendar month and uses the same Total Sales format as Reports → This Month Sales.
Monthly Report Period
Automatic Send Status
Daily Total Sales Email
Configure the automatic 6:00 PM Total Sales PDF email. The browser stores these settings; unattended automatic sending requires the V245 server scheduler included with this version.
Automatic Send Status
PDF Contents
Invoice, Customer, Salesperson, Product, Block, Slab, Unique Code, Qty / Sqft, Sales, Landed Cost and Gross Profit. Totals appear at the bottom.
Income Statement
Profit & Loss summary based on posted sales, cost of goods sold and recorded business expenses.
Reports
Report Detail
Multi-User Admin
V260 foundation for central database, individual logins, server-side roles/permissions, migration and future AI Hold Order.
Server Connection
Data Migration
Export the current browser database as a migration package for the central server.
Security Model
| Area | Foundation | Production |
|---|---|---|
| Login | Existing Employee login | Server session login |
| Users / Roles | Employees + Permission Levels | Central users / roles tables |
| Permissions | Existing UI checks | Every API action checked server-side |
| Database | Migration export | One central SQL database |
| Audit | Existing audit included | Server user/time/action audit log |
Reserved AI Hold Order
Reserved server endpoint and permission for AI-generated Hold Order drafts. AI cannot finalize a Hold Order without live inventory validation, normal permissions and explicit user confirmation.
VSTONE License
Copyright Owner: Lin,Shanfei
Customer Admin can view license status but cannot create, extend or alter a valid signed license.
Customer Admin can view license status but cannot create, extend or alter a valid signed license.
License Status
Install / Renew License
Choose a signed VSTONE .license.json file below. You can also paste the JSON manually as a fallback. A production server version will verify the cryptographic signature using the embedded public key. The private signing key must remain only with Lin,Shanfei / License Authority.
Audit Log
Central Audit Log. Records are retained for traceability and are not editable or deletable from this page.
Inventory Hide, Unhide and Delete audit entries are not displayed.
Employee Database
Employee Login Test
Use Employee ID and password to verify an employee login. Active employees only.
Create and maintain employee records and assign a Permission Level to each employee.
Add Employee
All Employees
Permission Levels
Menu Permission Management: permissions beginning with Menu — control which left-side menus each employee can see. Functional permissions still separately control what they can do inside each module. Admin always sees all menus.
Permission Matrix
Data Backup / Restore
FULL DATABASE BACKUP. This backup includes every VSTONE data collection, including Sales Orders, Invoices, Hold Orders, Inventory, Sold History, Credit Memos, Debit Memos, Customer Statements, Payments, Customer account transactions, Purchase Orders, Bills, Products, Vendors, Employees, Roles and Audit Log.
V118 safe cleanup removes only abandoned Delivery Order test records. Inventory, Hold Orders, Sales Orders, Customers, Products and all current operational data are preserved.
Backup All Data
Admin Test Data Cleanup
Admin only. These tools clear operational/test records while preserving Products, Customers, Vendors, Bills, Employees, Roles and all V332 print templates/designs. Export a FULL Data Backup first if you may need the records later.
1. Clear Inventory / Purchase Test Data
Clears Inventory, Sold History, Purchase Orders / PO List, Receiving state stored in POs, PO landed-cost calculation records, and every Bill ↔ PO link/allocation. Bills themselves are kept.
2. Clear Hold / Sales / Invoice Test Data
Clears Hold Orders, Sales Orders, Invoices, legacy Delivery Orders, Sold / Commit operational states and related sales inventory history. Master data is kept.
Restore Data
No backup imported.
Slab Splitting
Split one Available slab into child slabs. The original slab is retained in the audit trail as Split, while the new child slabs become active Inventory.
1. Source Slab
2. Splitting Method
3. Inventory 1 Search
Use Inventory 1 Search below to find the slab / Unique Code. Click “Use UID” to move a slab into the Source Unique Code box above.
Enter one or more search conditions, then click Search.
Add Customer
Customer Excel Import / Export
Create and maintain customer accounting, pricing, credit, tax, billing, shipping and contact information. Sales Alert Note is an internal pop-up warning for Sales Order / Hold / Invoice customer selection.
Add Customer
Contact Information
Contact 1 — Primary Contact
Contact 2
Contact 3
Billing Address
Shipping Address 1
Shipping Address 2
Shipping Address 3
Notes
© 2026 Lin,Shanfei. All Rights Reserved. — VSTONE ERP — Proprietary and Confidential Software.