User manual

Mojoo Office user manual

How to set up Mojoo Office and use each part of it day to day. Button and field names are shown as they appear on screen, like Save & issue. Menu routes are shown like Sales › Invoices.

How Mojoo Office works

Mojoo Office is a business system you run on your own server or NAS. Everyone uses it through a web browser on a PC, tablet or phone connected to your network; nothing needs installing on those devices.

Everything shares one database. A sale at the till, a repair in the workshop and a supplier delivery all update the same customer records, the same stock and the same figures. Each person has their own login, so every document shows who made it and when.

The business is organised into a core (invoices, customers and suppliers, products, reports, settings, logins, backups and governance) and optional parts you switch on or off in Settings › Settings › Parts of the system.

Installing

Mojoo Office runs in Docker as two containers: the web program (Apache and PHP 8.3) and the database (MariaDB). On a Synology NAS:

1. Copy the Mojoo Office folder to the NAS, for example into the docker shared folder.
2. Open Container Manager, choose Project, then Create, and point it at the folder's docker-compose.yml.
3. When the build finishes, open http://<NAS address>:8090 in a browser.

Supplier invoice and receipt reading uses a separate reading service, installed alongside Mojoo Office. Without it, everything else works and the figures are typed in by hand.

First log-in and company details

1. The first time you open Mojoo Office it shows First time here: create your login. Enter a Username and a password of 8 or more characters, then Create login. This first login is the Owner and can do everything.
2. Go to Settings › Settings and fill in Company: company name, address, company number, Registered in, registered office (if different), phone numbers, email and VAT number. These print on all your paperwork.
3. Under Money, set whether you are VAT registered, your standard VAT rate, bank details for invoices and your payment methods (one per line; these become the till's payment buttons).
4. Under Wording on documents, enter your invoice footer, quote footer, repair booking terms and purchase order note.
5. Under Next numbers, set the next invoice, credit note, quote, purchase order, repair and return numbers, so numbering carries on from your old system.
6. Press Save settings.

Bank details, website keys and email server settings can only be changed by an Owner.

Logins and permissions

Give every person their own login, so documents and the activity log show who did what. Logins are managed by an Owner in Settings › Settings › Logins and what each one can do.

1. Under Add a login, enter New username, Name shown on documents and a Password of 8 or more characters, then Add login. New logins start with the day-to-day ticks.
2. Tick or untick what the person may do, then press Save beside their name.
3. When someone leaves, press Switch off. Their name stays on the work they did; logins are never deleted.

To change your own password, use Change my password on the Settings page. Changing a password signs that person out everywhere else. Five wrong passwords lock a username for 15 minutes.

Parts of the system

An Owner chooses which optional parts the business uses in Settings › Settings › Parts of the system. Tick the parts you want and press Save parts of the system.

Switching a part off hides its menu entries, buttons and pages for everyone, Owners included. Nothing is deleted: its past documents stay where they are and reappear when you switch it back on.

Optional parts: Till; Self-checkout; Quotes; Repairs (and website bookings); Diary; Invoices made on site; Chasing overdue accounts; Purchase orders; Returns; Expenses and mileage; Match bank payments; PowerQuote copy; Sell online (the screen, each web shop and marketplace, the Google Shopping file and the Facebook / Instagram file); Languages; Traceability (gift cards, store credit and cover plans); Holding pen; Tax return figures; Manager approval.

Finding your way around

The menu across the top is grouped as Sales, Repairs, Buying, Records, Money & Reports and Settings. Each person only sees what their login allows.

The Dashboard shows today at a glance: Owed to you, Money in today, Repairs in and Diary today, quick buttons for the commonest jobs, unpaid invoices, draft invoices, open quotes, returns, deliveries awaited and low stock. It also warns when the backup check has failed or is overdue.

Most lists have a search box. Customer searches find people by name, any format of phone number, email, postcode, account number, repair or invoice number, and serial numbers of devices they own.

Till

Sales › Till handles counter sales. Each sale becomes an issued invoice in the normal invoice sequence and takes the items out of stock.

Make a sale

1. Scan each item's barcode, or type a name or code and press Enter. You can also use Browse products..., the quick buttons, the picture menu or Popular this month. F2 jumps to the search box.
2. Optionally Pick a customer (optional); otherwise the sale goes to your walk-in customer.
3. Tap a payment method. For cash, type the amount handed over and the change is shown. You can split a sale across methods.
4. Press Complete sale (or F9), then Print receipt or New sale.

Discounts and serial numbers

Each line has Discount, Price and S/N (serial numbers). Discount sale takes an amount or a percentage off the whole sale, shared correctly across VAT rates. If manager approval is switched on, a manager enters their own username and password when you complete the sale.

Quick buttons

Use Edit buttons to set each button's text, product code, receipt description, price, colour and order. To put a product on the picture menu, tick Show on the till menu on the product.

Cash-up and Z report

1. On the till, press Cash-up / Z report. Takings are listed by payment method with discounts and refunds.
2. Enter Float at start of day (£) and Cash counted in the drawer (£). Mojoo Office shows whether the drawer is over or short.
3. Press Save cash-up and print Z report. Earlier cash-ups are listed below.

Self-checkout

Sales › Self-checkout is a screen customers use to scan and pay for their own items. Prices always come from Mojoo Office.

• Customers scan items and press Pay by card (or another method you allow in Settings › Till).
• Call an assistant lets a member of staff with the Till tick log in on the spot. While unlocked (for 3 minutes after the last action) they can change quantities, remove items, find an item, add an item not on the system, cancel the sale, and press Done - hand back to the customer.
• For a dedicated kiosk, create a login with only the Self-checkout screen only tick.

Quotes

1. Sales › Quotes, then + New quote.
2. Pick the customer, set Valid for (days), add lines and any Note printed on the quote. Tick Optional on lines the customer may choose to add; they print under Optional extras and are left out of the total.
3. Save, then Print / PDF. Set the Status to Sent when it goes to the customer.
4. When the customer agrees, press Turn into an invoice. This makes a draft invoice without the optional lines and marks the quote Invoiced.

Copy as a new quote starts a fresh quote from an existing one.

Invoices

1. Sales › Invoices, then + New invoice.
2. Pick the customer (or type a new name; it is added to Customers with an account number when you issue). Add the lines; scan serial numbers into the box under a description.
3. Fill in Customer order no., Note printed on the invoice and Deliver to (if different) if needed.
4. Press Save & issue. The invoice takes the next number, stock is updated and the printout opens.

An issued invoice has Print / PDF, Till receipt, Delivery note, Shipping label, Make credit note, New invoice for this customer and Copy as a new invoice.

Changing an issued invoice

Change it returns an unpaid invoice to draft. Once any payment or credit note is recorded it can no longer be changed: make a credit note, then Copy as a new invoice for the corrected one. This keeps the numbering and the audit trail intact.

Emailing an invoice

On the printout, the Email button opens your own email program (or Gmail or Outlook on the web, as chosen in Settings › Email) with a ready-written message including your bank details. Save the printout as a PDF and attach it.

Taking payments

1. Open the invoice. Under Payments, enter Date, Method, Amount and an optional Note.
2. Press Take payment. Part payments are fine; the balance shows on the invoice and the printout.

If a customer pays more than is owed, the extra is held as credit on their account and you are warned. To clear an invoice that will never be paid, use Write off as a bad debt with a reason; Undo write-off reverses it.

Payments by bank transfer can be recorded in bulk from a bank statement; see Match bank payments.

Credit notes and refunds

1. Open the invoice and press Make credit note.
2. Remove the lines you are not crediting and adjust quantities, then Save & issue. A credit note can never be for more than its invoice.
3. If you gave money back, use Record refund paid to customer. To give store credit instead, choose the store credit option.

Goods coming back on a credit note go to the holding pen to be checked, if that part is switched on. A credit note made on its own can be used against an unpaid invoice with Use it against this invoice.

Gift cards, store credit and cover plans

With the Traceability part switched on, every gift card, store credit and cover plan gets its own number, for example GC-000012-K7QD, and a balance.

• Gift cards and cover plans are numbered when the sale is issued; the number is printed on the invoice.
• Store credit is created when a credit note's refund is given as store credit.
• To spend one, choose Gift card or Store credit as the payment method and enter the number. It must be live, in date and have enough left. Store credit can only be used by its own customer.
• Sales › Gift cards & cover plans lists them all; search by number, customer or serial number.

Gift cards and store credit last for the number of months set in Settings › Money (24 as standard). With Traceability on, every line on a sale must be a product; use the SVC-MISC item for anything that does not fit.

Overdue accounts

Sales › Overdue accounts lists customers with invoices older than your reminder period and shows which letter each is due:

1. Payment reminder, when an invoice passes the age set in Settings (30 days as standard).
2. Second reminder, 14 days later as standard. Letters to businesses mention the Late Payment Act.
3. Letter before action, 14 days after that. For businesses it adds statutory interest and fixed compensation per invoice; for individuals it follows the Pre-Action Protocol for Debt Claims, giving 30 days to respond.

Press the letter's button, check the PDF, then choose Email it (opens in your email program) or PDF to print and post. Either records the letter as sent. Use Don't chase for a customer you are handling another way.

Invoices made on site

Engineers can write an invoice on a phone at the customer's premises using a private form on your website. In Sales › Invoices made on site each one waits for approval.

• Approve - make the invoice issues it with the next invoice number, matches or adds the customer, takes stock out and records any payment.
• Reject discards it. Nothing reaches your books until it is approved.
• Check the website now collects new ones immediately; otherwise they are collected every hour.

This needs the Mojoo Office plug-in on your website and the website key in Settings.

Customers and suppliers

Records › Customers & Suppliers holds one record per customer or supplier.

• Account numbers fill in automatically when a record is saved with Account no. empty: the first three letters of the name plus the next free number, for example ADS001, ADS002. A number you type yourself is kept.
• Customer history shows when they were first and last in, what they have spent, what they owe or have in credit, open work, their devices and what they buy most. Below it, Everything, newest first lists every document.
• On stop (don't give credit) and Don't send overdue letters control credit and chasing.
• Agreed to marketing: tick only when the customer has agreed, and fill in How they agreed to marketing. Mojoo Office records the date they agreed or said no.
• Buttons on the record start a repair, invoice, quote or purchase order, or print a Shipping label.

A customer or supplier with documents cannot be deleted, so the records you must keep stay intact.

Diary

1. Repairs › Diary shows the week. Use Last week, This week and Next week to move around.
2. Add an appointment with What it is, Date, Time, How long, an optional customer and Where (the customer's address is used if empty). You are warned about overlaps.
3. Add to my calendar downloads a calendar file; Directions opens a map.
4. After a visit, Invoice this visit makes a draft invoice for the hours at your hourly rate (Settings › Money) and marks the appointment Done.

Repairs due on a day also appear in that day's column.

Booking in a repair

1. Repairs › Repairs, then + Book in a repair.
2. Choose the customer or type their details.
3. Under The equipment, fill in Make / model, Serial number, Left with it (charger, bag...), Fault reported / work wanted, Estimate (£) and Promised by.
4. Record the Condition when booked in: scratches, cracks, dents, missing keys. It prints on the booking form.
5. If you need it to test the device, enter the Device passcode / PIN. It is never printed and is wiped automatically when the repair is collected, cancelled or closed.
6. Choose what was agreed about Customer's data: we back it up first, the customer has their own backup, no backup and the customer accepts the risk, or OK to wipe. It prints on the booking form.
7. Press Save; the booking form prints for the customer to sign.

Unfinished repairs turn amber in the list after 24 hours and red after 7 days.

Progress updates

Every repair has a Progress updates timeline under the Save button. Status changes are added to it automatically.

1. Type what has happened in What has happened, and choose a new Status if it has changed.
2. Leave For the customer ticked to tell the customer, or untick it for an internal note.
3. If email sending is set up, leave Email it to them now ticked to send it straight away.
4. Press Add update.
5. For a customer update not yet sent, use the buttons on the timeline: Email, WhatsApp or Text. WhatsApp and Text open the message ready-written in your own app; you press send there. Done another way records that you told them by phone or in person.

The timeline shows when each update was added, by whom, and how it was sent. It is a permanent record and entries cannot be deleted. The wording of customer messages is set in Settings › Repair reminders.

Sending email from Mojoo Office

Mojoo Office can send repair progress updates itself, through your own email account. An Owner sets this up in Settings › Settings › Sending email.

1. Enter your Outgoing mail server, Security, Username and Password. For Gmail: server smtp.gmail.com, security SSL, and a Google app password (Google account › Security › 2-Step Verification › App passwords), not your normal password.
2. Press Save and send a test email. The message at the top of the page tells you whether it worked, and if not, what the mail server said.

Emails end with your email sign-off from Settings › Email. The password box never shows the saved password; leave it empty to keep it.

Finishing and collection

• Print service report prints the work carried out, parts and labour, and engineer's notes for the customer to sign.
• Make the invoice creates a draft invoice from the parts and labour and sets the repair to Ready to collect. Check it and Save & issue.
• Convert to Quote turns the repair into a quote when the customer must approve the cost first; the repair is closed.
• When a finished repair has not been collected, it appears under Ready to collect - reminders due on the Repairs list after the number of days set in Settings, and again at the interval you choose. Each reminder button opens the message ready-written.
• Set the status to Collected when the customer takes the device. The collected date is recorded and the passcode is wiped.

Other buttons: Shipping label, Save to phone / PC contacts, Book a visit and Copy as a new repair.

Website bookings

Repair requests from the booking form on your website arrive in Repairs as status Website booking, matched to an existing customer by email or phone, or added as a new customer. They are collected every few minutes; Check now on the Repairs list collects them immediately.

This needs the Mojoo Office plug-in on your website, and its address and key in Settings › Website bookings.

Products and stock

Records › Products holds everything you sell.

• Each product has a code, description, category, sell price, cost price (seen only by logins with the cost tick), VAT rate, supplier, barcode, shelf location and pictures.
• What kind of product: Stock item, Service / labour, Discount, Staff discount, Gift card, Store credit or Cover plan. Only stock items have stock counted; services and money items never do.
• Tick Keep count of stock for this item and set Reorder when down to. Low stock appears on the Dashboard.
• To correct a count, enter Adjust stock by (e.g. 5 or -2) with a Reason for adjustment and save. Each product shows its last 30 stock movements.

A product used on documents cannot be deleted; it is marked discontinued instead.

Price lists and pictures

• Import supplier price list reads a trade supplier's CSV file. Columns are found by their headings (code, description, price, cost, category, manufacturer, barcode). Products belonging to another supplier or your own stock are left alone.
• Import from shop reads a WooCommerce product export.
• Get pictures from shop fetches product pictures from your WooCommerce shop by product code.

Imports need the Change settings and import product lists tick.

Purchase orders

1. Buying › Purchase Orders, then + New purchase order. Pick the supplier, add lines and Save as ordered.
2. When goods arrive, use Book in a delivery: enter the quantities that have arrived (part deliveries are fine), attach the delivery note if you have one, and book them in. Stock goes up and the product's cost price is updated.
3. Attach the supplier's invoice under Supplier's paperwork, and enter its total in Supplier's invoice total inc. VAT; the order shows whether it matches.
4. Record what you pay the supplier under Paid to the supplier.

Supplier charges such as carriage are never added as stock items.

Goods in: reading supplier invoices

1. Buying › Purchase Orders, then Goods in - read a supplier's invoice.
2. Choose the supplier's PDF or a photo of the invoice, and the Supplier (or let Mojoo Office work it out). Press Read the invoice.
3. Check the purchase order it fills in. Lines are matched to your products by code or barcode; unmatched lines can be added as new products with Add as new products.
4. Press Save and book everything into stock.

PDFs sent by the supplier read best. Photos should be flat, well lit and show the whole page. Reading needs the reading service; without it the invoice is attached and the lines are typed in.

Returns

1. Buying › Returns, then + New return.
2. Enter the customer, the supplier it goes back to, the product, serial number, fault and condition. Entering a serial number finds the original sale.
3. Record the supplier's RMA number and dates as it goes back and comes home.
4. For the customer, use Refund - make a credit note or Replace - make a no-charge invoice.

Print returns report prints the record. Open returns appear on the Dashboard.

Holding pen

With the Holding pen switched on, stock items coming back on credit notes and till refunds do not go straight back on sale. In Buying › Holding pen, someone checks each one and records a decision:

• Checked and fine - back into stock
• Faulty - send back to the supplier (a supplier return is started)
• Not ours / tampered with / parts missing - refused
• Damaged beyond use - scrapped

Every decision except back into stock needs a note. Who decided is recorded.

Sell online

Records › Sell online puts your products on web shops and marketplaces with their price, stock, wording and pictures.

1. On Shops and marketplaces, an Owner enters the connection details for each one and presses Check it works. Supported: WooCommerce, Shopify, Wix, OpenCart, eBay UK and Amazon UK (adds your offer to products Amazon already lists).
2. On Put products online, tick the products and the places to list them, then send them.
3. What is online shows every listing, with Send again and Take off. Prices and stock can be refreshed every hour automatically.

Online price is the sell price, plus VAT if registered, plus any markup you set per channel. Google Shopping and Facebook / Instagram are provided as product files to upload.

Reports

Money & Reports › Reports. Choose From and To dates, or Today, This month, Last month or This year, then Show.

• Sales before VAT, VAT charged, credit notes, net sales, cost of goods, gross profit, bad debts, expenses and mileage, and profit before tax.
• Money taken by payment method, a 12-month trend, purchases by supplier, best sellers and repairs booked in and collected.
• Download CSV and Download purchases CSV for spreadsheets.

Tax return figures

Money & Reports › Tax return figures shows the nine UK VAT return boxes for a period, the last full quarter by default, with a breakdown by rate and a CSV download.

• Figures use the standard (invoice) basis: sales by invoice date, purchases by delivered purchase orders, expenses by their date.
• Box 4 includes VAT on purchase orders and on expenses with a VAT receipt.

Match bank payments

1. Download a statement from your bank as a CSV file.
2. In Money & Reports › Match bank payments, choose the file and press Read the statement.
3. Mojoo Office suggests which unpaid invoices each payment settles, marked Good match or Check. Untick any that are wrong.
4. Press Record the chosen payments.

Card takings, marketplace payouts, HMRC and interest are skipped. Reading the same statement again never records a payment twice.

Do the books balance?

Money & Reports › Do the books balance? compares what customers owe with the sales ledger and runs nineteen checks: customers in credit, missing invoice numbers, payments on drafts, stock below zero, purchase orders that do not match the supplier's invoice, till over or short, and more. Each check explains what it found and, where possible, offers a button to put it right.

Closing the books

When a period has been filed, an Owner sets Books closed up to to its last day and presses Save. Nothing dated on or before that day can then be changed, added or deleted; corrections are made with a credit note or a new document dated after it. Clear the date and save to reopen.

Year-end pack

1. In Money & Reports › Reports, find Year-end pack for your accountant.
2. Choose the period start and end, and the formats: Excel workbook, CSV files, Sage 50 import, QuickBooks Online import, or database file.
3. Press Download the year-end pack. You get one zip file with sales, money received, debtors, bad debts, purchases, supplier payments, closing stock, customers and suppliers, cash-ups, expenses with receipt copies and, if you are VAT registered, a monthly VAT summary.

Nominal codes for the Sage 50 import can be changed in Settings.

Expenses and mileage

1. Buying › Expenses, then + Add an expense. Enter the date, who you paid, the amount, the VAT (if you have a VAT receipt), category and how it was paid, and attach the receipt. Or choose a photo and press Read the receipt to fill the details in.
2. For business journeys, + Add a mileage trip with the miles and the journey. Mileage is paid at 45p a mile for the first 10,000 miles each tax year and 25p after, as standard.

The page totals each category, the VAT to claim back, and what is owed back to anyone who paid personally. Expenses are included in Reports and in Box 4 of the VAT figures.

Manager approval

An Owner chooses what needs a manager in Settings › Settings › What needs a Manager: credit notes, refunds at the till, discounts (including a price below the product's own price), staff discounts and free gifts.

• At the till, a manager types their own username and password when the sale is completed.
• In the office, an invoice or credit note that needs approval stays a draft until a manager opens it and presses Save & issue.
• Who approved it is saved on the document and in the activity log.

Governance

Settings › Governance is for Owners only.

• Activity log: every form sent, log-in, wrong password, refused action, data download and sensitive screen viewed, with person and network address. Kept for 400 days. The log is chained so that any edited or removed entry is reported.
• Alerts: repeated refusals, lockouts, log-ins or downloads outside working hours, bursts of deletions, many customer records opened quickly, a log-in from a new address, changes to logins or settings, and program file changes. Alerts show to Owners until marked Seen.
• Program errors: problems in the program grouped for follow-up.
• Code check: Approve the files as they are now records a fingerprint of every program file; they are checked every hour.

Backups

Two scheduled tasks on the server protect your records:

• Nightly backup: the whole database, encrypted with AES-256, kept for 30 days.
• Test restore: once a day the newest backup is restored into a separate, temporary database and every table is compared with the live one. The result (Passed, Passed with warnings or Failed) shows in Settings › Backup checks, where Test the latest backup now runs it on demand.

The setup steps are on the Backup checks page. Keep a copy of the backup files away from the premises, for example with Synology Hyper Backup to cloud storage or a USB drive. Owners can also use Download backup now on the Settings page.

Printers, receipts and labels

Mojoo Office prints through the browser's print window, so any printer installed in Windows or macOS works.

• A4 documents: invoices, quotes, purchase orders, booking forms and service reports. Choose Save as PDF in the print window to email them.
• Till receipts: 80mm thermal printers. In the print window choose the receipt printer, set Margins to None and untick Headers and footers.
• Shipping labels: set the label size in Settings › Labels (80 x 100mm as standard) and create the same paper size in the printer's driver. The Parcels box prints one label per parcel. These are address labels; courier labels with tracking come from your courier's own system.

Languages and countries

With Languages switched on, each person can choose their screen language under My language, and each customer can have their paperwork in their own language. Available: English, Chinese, Hindi, Spanish, Arabic, French, Bengali, Portuguese, Russian and Indonesian. Translations are by machine; anything not yet translated stays in English.

An Owner sets the country in Country and tax. This sets money format, dates and sales tax rates. Changing it does not convert amounts already entered. The VAT return boxes are for the United Kingdom only.

Updating Mojoo Office

1. Make sure the latest backup check passed.
2. Replace the program folder (app) with the new one.
3. In Container Manager, open the Mojoo Office project and choose Action › Build. A restart alone does not pick up a new version.
4. Open Mojoo Office. The database brings itself up to date on the first page load. Everyone will need to log in again.

What Mojoo Office does not do

So that you can plan around them, these are things people sometimes expect that Mojoo Office does not do today.