Comprehensive User Guide • Field Sales, Multi-Warehouse Inventory, Orders, Customers & System Settings
Sign in to the centralized PTI CRM web portal. The system provides secure role-aware authentication for Super Administrators, Branch Managers, Accounts Auditors, and Field Sales Representatives.
Open the PTI CRM portal and provide your registered email address or official mobile number, followed by your confidential account password.
Optionally check "Remember Me" on trusted personal workstations for expedited future logins. Click the primary Sign In button.
If you forgot your password, click the "Forgot Password?" prompt to receive a secure password reset link via your registered email.
To ensure zero unauthorized access to sensitive company data, field sales records, and financial ledgers, PTI CRM enforces dual-channel OTP verification during authentication and initial account activation.
Upon successful initial credential validation, the system dispatches time-sensitive 6-digit OTP codes to both your registered mobile number (via SMS gateway) and email inbox.
Type the received digit code into the respective verification fields on the screen. The interface automatically shifts focus between input boxes for effortless entry.
If you do not receive the SMS or email within 60 seconds, click the active "Resend OTP" link to trigger a fresh delivery attempt via alternate gateway channels.
Once verified, your browser session is granted secure authenticated access and redirected immediately to your role-designated dashboard.
Warehouses represent your physical stock holding locations, central fulfillment hubs, regional transit depots, and distribution centers. Set up distinct warehouses to isolate inventory ledgers, track transfers, and assign fulfillment routing.
From the left navigation sidebar under Settings / Other Settings or the main navigation menu, click on Warehouses (`/warehouses`).
On the top right of the Warehouses table, click the primary Add Warehouse or Add New Warehouse button to launch the creation modal.
Fill in the required warehouse parameters:
Click Save Warehouse. The new facility will immediately appear in the master warehouse list and become selectable across company assignments, purchase orders, and stock transfers.
PTI CRM supports multi-company and subsidiary architectures. Once warehouses are created in the master pool, they must be linked to specific Companies so sales agents and operations staff can fulfill orders and manage inventory under that corporate entity.
Navigate to Companies (`/companies`) from the sidebar menu to view your registered business entities.
Locate the desired company (e.g., ABC Food Distributors) and click on Manage Warehouses or open the company profile edit view.
In the Warehouse association panel, click inside the Search Warehouses input field.
Type the name of the warehouse you created in Step 1. The intelligent autocomplete dropdown will immediately display matching warehouse depots. Click to select the appropriate suggestion.
Click the primary Add To Company button. The selected warehouse is linked to this company, enabling catalog inventory pooling and sales fulfillment under this company profile.
Manage your internal staff profiles, sales workforce, and administrators. Creating a dedicated Sales Person account enables field sales executives to record customer visits, punch GPS attendance, submit draft orders, and access assigned catalog price lists.
From the left sidebar under User Management, click on Manage Users (`/users`).
Click the primary Add New User button located at the top-right of the user directory.
Complete the user setup form with the representative's official information:
Click Save User. The system provisions the account immediately, granting the representative secure access to the PTI CRM mobile app and web portal.
Before creating products, organize your product taxonomy hierarchy. Set up Categories, Sub Categories, Brands, dynamic Attributes, and Unit Settings, followed by complete product creation with warehouse stock assignments.
Top-level classification for catalog browsing (e.g., Groceries, Spices, Dairy, Packaging).
Second-tier classification mapped directly to a parent category (e.g., Whole Spices, Ground Powders).
Brand manufacturer and OEM trade names with brand logos and origin details.
Custom variant dimensions (e.g. Pack Size, Weight, Color, Volume) for variable multi-SKU products.
Standard measurement units (Pcs, Kg, Box, Liter, Bag, Carton) and conversion ratios.
From the left sidebar under Products, navigate to All Products (`/products`) and click the primary Add Product button.
Fulfill the essential item specifications:
Choose between two product architecture types:
Allocate initial stock quantities and thresholds across active warehouses:
Click Save Product. The product is activated in your live catalog and ready for purchase orders, quotation creation, and mobile app field bookings.
Record inward inventory procurement from external vendors. Manage supplier compliance profiles, log formal Purchase Invoices, and execute the essential Draft Products to Published catalog publishing workflow.
Maintain complete compliance profiles for OEM manufacturers and distributors under Suppliers (`/suppliers`).
Open Suppliers from the sidebar and click Add New Supplier.
Fill in Supplier Trade Name, Contact Representative, Official Mobile, GSTIN, Billing Address, Credit Days limit, and Bank Account IFSC details. Click Save Supplier.
Navigate to Purchase > Create New Purchase (`/purchases/create`).
Choose the vendor from the Supplier dropdown and select the destination Warehouse where the physical shipment will be received.
Search and select items, enter received batch quantities, unit purchase price, vendor discounts, and applicable GST rate. The system automatically computes subtotal and grand total.
Provide the vendor's physical Bill/Invoice Number, purchase date, attach scanned PDF invoice, and click Submit Purchase. Inward stock is added to the inventory ledger.
Important Operational Rule: When items are procured through purchases or newly synced from external bulk feeds, they are initially held in Draft Products state. To enable sales executives to book orders against this inventory, you must complete the product information and click Publish Product.
From the left sidebar menu under Products, click on Draft Products (`/products/draft`).
Click on the draft record generated from your recent purchase invoice or bulk upload.
Complete the required catalog fields:
Click the primary Publish Product button. The item transitions from draft status to Live / Published, instantly making it visible on the sales reps' mobile order app and web catalog!
Manage custom product templates, dynamic sections, and field configurations to support diverse industry catalog specifications (e.g. food nutrition tables, technical specs, pharmaceutical batch details, industrial dimensions).
Add text fields, numeric inputs, date pickers, dropdown selects, and toggle switches mapped to specific product categories.
Group fields into organized accordion sections such as "Technical Specifications", "Storage Guidelines", or "Regulatory Certifications".
Automatically apply targeted template layouts when a user selects a designated category during product creation.
Move inventory smoothly between central storage hubs and regional delivery depots with real-time transit tracking, Goods Transfer Notes (GTN), and receiving depot verification.
Navigate to Products > Stock Transfers (`/stock-transfers`) and click Create Stock Transfer.
Select the originating Source Warehouse (where stock is deducted) and the target Destination Warehouse (where stock will be received).
Select products, batch numbers, and transfer quantities. The system validates available stock at the source location to prevent overselling.
Generate the official Goods Transfer Note (GTN). Once the transit carrier arrives, the destination depot manager conducts inward physical count verification and clicks Accept Stock to update local inventory.
The Inventory Ledger maintains an immutable, real-time audit record of every stock movement across your entire supply chain — including purchases inward, sales deductions, inter-depot transfers, returns, and damage adjustments.
Manage the entire sales order lifecycle from initial quote drafting and credit limit evaluation to warehouse picking, dispatch, tracking, and returns authorization.
From the left sidebar under Orders, click Create New Order (`/orders/create`).
Select the customer account (or onboard a new client) and select the fulfillment Warehouse Depot to check real-time stock availability.
Search products, choose item variants, enter order quantities, apply authorized promotional discounts, and specify billing/shipping addresses.
Select payment terms (Credit, Cash, UPI, Cheque), review GST breakdown, and click Place Order.
Maintain complete 360-degree profiles for retail outlets, wholesale distributors, institutions, and buyers with transaction history, credit period limits, tax GSTIN, and assigned sales representatives.
Click Add New Customer from `/customers`. Enter Business Trade Name, Contact Person, Phone, Email, GSTIN, Billing/Shipping Addresses, and Territory.
Specify approved credit period (e.g. 15, 30, 45 days), maximum credit amount limit, and assign custom wholesale or retail price tier.
Map the customer to a specific field sales executive for recurring visit beats, route planning, and commission calculations.
The PTI CRM central command dashboard delivers instant executive visibility into real-time sales conversions, active field agent visits, daily revenue metrics, order pipelines, and stock alerts.
Configure granular Role-Based Access Control (RBAC). Create custom roles (e.g., Super Admin, Branch Manager, Sales Executive, Inventory Clerk, Accounts Auditor) with precise View, Create, Edit, Delete, and Export permissions for every module.
Configure system parameters, gateway credentials, tax schedules, stock holding timeouts, automated notification channels, app dashboards, role logins, and commission frameworks.
Manage company legal identity, registered business address, GSTIN, customer support phone, brand logo for invoice printing, and personal user password credentials.
Customizable rich HTML email templates for Customer Order Confirmations, Invoice Dispatches, Low Stock Warnings, Password Resets, and Welcome Onboarding with dynamic merge tags (`{customer_name}`, `{order_id}`, `{total_amount}`).
Connect your telecom SMS API gateway provider (Twilio, Gupshup, Textlocal, Fast2SMS) and configure approved DLT Entity IDs, Sender Headers (e.g. TRIMTY), and Template IDs for automated OTP and order status alerts.
Define automated stock reservation durations. When a pending order or quotation is created, stock is held for the specified timeout period (e.g., 30 mins, 2 hours, 24 hours) before being automatically returned to available inventory.
Configure standard GST tax brackets (0%, 5%, 12%, 18%, 28%) with automated CGST, SGST, and IGST calculation logic applied across customer purchase orders and invoices.
Register standard units of measurement (Pieces, Kilograms, Grams, Boxes, Liters, Bags, Cartons) and define base conversion ratios for packaging and wholesale supply.
Configure which analytic KPI widgets, shortcuts, and route maps appear on sales representatives' mobile home screens.
Configure login permissions per role (e.g. Sales Persons restricted to mobile app, Admins allowed on web portal, single active session limits).
Establish field sales representative performance tiers, volume commission incentives, and seasonal bonuses.
Create promotional coupon codes, percentage discounts, flat cashbacks, and customer order value thresholds.
Comprehensive notifications stream logging high-value payments, low stock warnings, order cancellations, and automated transactional dispatches (`/notifications`).
Empower your field workforce with GPS-verified mobile attendance, on-site client visit route histories, leave management, territory zones, and mobile marketing banners.
Track on-site client visits conducted by field sales representatives. Review customer visit timestamps, verified GPS check-in/out coordinates, client meeting outcome notes, and booked on-site order drafts.
Streamlined employee leave application and manager approval system. Track leave quotas (Casual Leave, Sick Leave, Paid Leave), view calendar schedules, and maintain audit logs.
Real-time workforce attendance tracking with GPS geofencing. Field agents punch daily clock-in and clock-out via mobile, recording location coordinates, total work hours, and late marks for payroll calculations.
Manage geographic master hierarchies (Country, State, City, Territory Zones, and Beat Routes). Map sales representatives to distinct sales territories for automated routing and localized commission models.
Upload marketing banners, seasonal promotions, and promotional flyers displayed on top of the customer-facing mobile ordering app and dealer portal.
