System Users are the individuals who are granted login credentials to access CloudMA ERP. Each user is assigned a Role that determines what they can see and do within the system. The User Module provides a centralized list of all system users and the tools to add, edit, deactivate, or remove them.
The All System User List page displays every user account registered in the CloudMA ERP system. As seen in the Demo System, the list table contains the following columns for each user:
Each system user is assigned exactly one Role. The Role determines which modules and features the user can access. CloudMA ERP supports predefined roles as well as custom roles created by the Administrator.
If you want to make a new role you want to go to the system settings module and go role permission tab and there are the add new role button and make a new role for your requirements.
When an employee leaves the organisation or an account needs to be suspended, you can deactivate the user without deleting their account. Deactivated users cannot log in, but all their historical transaction records are preserved.
• To deactivate a single user: Click the 'Action' dropdown next to the user in the All System User List and select Edit. Uncheck the 'Active' checkbox and save. The user's status badge changes from green 'Active' to red 'Inactive'.
• To bulk deactivate employees: Use the 'Deactivate Employees' button at the top of the All System User List. Select users using the checkboxes and confirm.
• To reactivate a user: Edit the user record and re-check the 'Active' checkbox. They can log in again immediately.
What is a Customer Group?
A Customer Group is a pricing tier or classification category that groups customers together for applying a consistent discount or pricing policy. In CloudMA ERP. When an invoice or bill is created for a customer, the system automatically retrieves the discount percentage configured for that customer's group and applies it to the total bill value.
NAVIGATION PATH
User Module > Customer Groups
The Customer Groups page displays all configured customer groups in a table with three columns: Name (the group name), Percentage (the discount % applied to all customers in this group), and Action (edit or delete).
How Group Discounts Work at Billing
Understanding how the automatic discount flows from group setup to invoice is essential for both administrators and billing staff. The complete flow is:
1. Administrator creates a Customer Group (e.g., 'VIP Group') and sets the Percentage to 5.
2. Administrator adds a Customer (e.g., 'Nimal Perera') and assigns them to 'VIP Group' in the Customer Group field.
3. Cashier creates a Sales Invoice for Nimal Perera and selects him as the customer in the billing form.
4. The system automatically detects that Nimal belongs to 'VIP Group' with 5% discount.
5. A 5% discount is applied to the invoice total. The cashier does not manually calculate or enter anything.
6. The printed receipt and system record both show the discount amount, original total, and final payable amount.
NAVIGATION PATH
User Module > Customers List
The Customers List displays all registered customers in the system. Each customer record stores their full profile including contact information, address, assigned customer group, sales person, and accounting account linkage. The list supports search, filtering, pagination, and export (PDF, CSV, Excel, Print). The Action dropdown for each customer allows viewing the full profile and transaction history, editing details, and managing outstanding balances.
User Module > Add New Customer
The Add Customer form is the most detailed form in the User Module, capturing the complete profile of each customer. As seen in the Demo System screenshot, the form collects identification, contact, location, and system account linkage data. Follow these steps:
NAVIGATION PATH
User Module > Add New Cashier
The Add Cashier form (with the submit button labelled 'Add Biller') collects the cashier's full profile. As seen in the Demo System screenshot, the form includes name, company, contact, address, and image fields. Follow these steps:
The Add Supplier form collects all information needed to register a new supplier. Once registered, the supplier is available in the Purchase Module for GRN creation and purchase order management. Follow these steps:
