Cloud ERP by Business Layers

Keep Note Guide - Cards, Sales and Monthly Report

Site admin guide: how to open a card for each job, record sales and partner splits, and view everything in the monthly report.

What Keep Note Does

Keep Note is a card board: one card for each customer, job or project, with a title, free text, color, images and attachments. The card is saved automatically as you type.

From any card, you can open the sales screen (keep_sale.php): date, project and customer details, plus a partner split table showing how much was paid to each partner, their percentage, and the remaining balance. All sales are consolidated in the monthly sales report (keep_sales_monthly.php).

What You Get with Cards and Sales Tracking

  • One card per job - text, color, images and files.
  • Automatic saving every second and whenever you leave the card.
  • Search by title, content or date.
  • Record a sale on the card, with a direct link to the sales documents.
  • Partner split table: paid, percentage, amount due and balance for each partner.
  • Sales report by month and year, with totals and balances for each partner.

Three Programs That Work Together

keep_note.phpCardsCard list, editing, colors and attachments.
keep_sale.phpSalesCard sale details and the partner split table.
keep_sales_monthly.phpMonthly ReportAll sales by month, with totals and balances.

A card with a sale displays a button with the amount. Clicking it opens the sales screen directly.

How to Work with Cards and Sales, Step by Step

  1. Open a New Card

    Click the red + in the header. Enter a title and text - the card is assigned a number and saved automatically.

  2. Add Colors and Files

    Choose one of the four colors in the toolbar. The paperclip icon attaches an image (automatically compressed) or a document: PDF, Word, Excel, CSV, text or PowerPoint.

  3. Close or Save

    "close" or "save" - changes are saved either way. The trash can deletes the card after confirmation.

  4. Find a Card

    In the list, type part of the title, content, or date in the search bar. You can change the card date directly in the list.

  5. Open the sale

    On the card, click the orange money bag to open the card's sales screen.

  6. Enter sale details

    Sale Date, Project Name, Customer Name, and Customer Phone. Details are saved when you leave each field.

  7. Set up partners

    Click the amount in the "sales Grid" bar. In "Partners Setup", change names, add a partner, or remove one.

  8. Add revenue lines

    "+ Add Revenue Line" — enter a description, the amount paid to each partner, and each partner's percentage. For two partners, the second percentage automatically completes the total to 100%.

  9. Check balances

    The amount due to each partner is calculated. Below the table, the balance is shown: amount due minus amount received. "Save & Close" saves and closes.

  10. Generate a document

    The "Documents" button on the sales screen opens the document center — delivery note, order, or invoice.

  11. View the monthly report

    Click the currency icon in the Keep Note header or the link on the sales screen. Select a year and one or more months.

Card and sale fields

Title and content
Card name and free text.
Color
White, green, light blue, or brown — for quick identification in the list.
Attachments
Images and documents. Click an image to enlarge it or a document to open it.
Sale Date / Project Name
Sale date and project name.
Customer Name / Phone
Customer details.
Paid to …
Amount paid to each partner on the revenue line.
% …
Percentage of the line due to each partner.
Due …
Amount due to each partner — calculated automatically.
Balance
Amount due minus amount received: positive means the partner is owed money; negative means they received more.

Programs related to Keep Note

keep_sale.php

The card's sales screen and the partner distribution table.

keep_sales_monthly.php

Monthly sales report.

Sales_order_print.php

Sales document center - opened from the "Documents" button.

Tips for working with Keep Note

  • Give each card a clear title - the customer and product name. This helps search find it instantly.
  • Photograph the work directly into the card from your phone - the image is compressed automatically.
  • With two partners, enter a percentage for only one - the other automatically fills in the remaining amount to 100%.
  • In the monthly report, you can select several months together, or "All" for the entire year.
  • The trash icon on a card in the list deletes it immediately, without confirmation. If you're unsure, delete it from the card, where confirmation is available.

Frequently asked questions about Keep Note and revenue sharing

How do I open a new card?

Click the red + in the Keep Note header and start writing. The card is saved automatically.

Do I need to click Save?

No. The card is saved every second and whenever you leave it. "Save" simply saves and returns to the list.

Which files can I attach?

Images (JPG, PNG, GIF, WEBP) and documents: PDF, Word, Excel, CSV, text, and PowerPoint.

How do I record a sale on a card?

Open the card and click the orange money bag. Enter the sale details and the revenue-sharing table.

How is a partner's balance calculated?

The amount they're owed based on their percentage, minus what they've already been paid. Positive means more is owed; negative means they've been overpaid.

How do I see all sales for the month?

In the Keep Note header, click the coins icon. In the report, select a year and mark the months.

Why can't I delete a row from the monthly report?

A row belonging to a card or document must be deleted there - from the card or the document center. The report only allows deleting old rows without a card or document.

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