Mobile Apps (PWA) — User Manual

1 The fourteen apps

Each app is a separate address on the Ritzy server. Install only the ones a person actually needs — a driver has no use for the sales pipeline, and a salesperson has no use for the run sheet. The last five appear only where the Real Estate module is licensed.

2 Installing on a phone

1. Open the app's address in the phone's browser — Chrome on Android, Safari on iPhone. Ask your administrator for the address; it looks like http://192.168.1.100:8083.
2. Android: tap Install on the banner the app shows, or use the browser menu → Add to Home screen. (Ritzy Track has no banner — use the menu.)
3. iPhone: tap Share → Add to Home Screen. Safari never offers an install button, so the app shows the instruction instead.
4. Open the app from the home screen. It fills the whole screen with no browser bar.
5. Sign in once with your Ritzy User ID, password and company. The app remembers you.

3 Who can use which app

Access uses the permissions your administrator already grants in the web app under Tools → User Manager → Rights. No new permission screens were added.

If you sign in without the permission the app tells you so plainly and returns to the login screen, rather than leaving you on a page that will not load. Show that message to your administrator.

4 Ritzy Track

Look up any shipment and see where it has got to. The oldest of the seven apps and the one most often handed to a customer — it answers "where is my cargo?" without anyone in the office picking up the phone.

Finding a shipment

1. Choose what you are searching by in the picker at the top: Job No, MBL No, HBL No, MAWB No, HAWB No, Booking No or Container No.
2. Start typing. The app suggests matching numbers as you go, so a half-remembered reference is usually enough.
3. Tap Track or pick a suggestion.

One match opens straight away. Several matches are listed with their date and shipper so you can pick the right one. Sea, air and misc cargo jobs are searched together with Liner jobs, so you do not have to know which desk the shipment belongs to.

The shipment card

The top card gives the job number, its type and status, the date, the route (loading port → destination), the vessel, the shipper and consignee, and the MBL/MAWB and HBL/HAWB numbers where they exist. New clears everything and starts another search.

Milestones

Under the card, four small tiles summarise progress — Progress %, Done, Pending and Overdue — followed by the milestone timeline itself:

• Done — completed, showing the date it was completed.
• Overdue — planned date has passed and it is still open.
• Pending — still ahead of its planned date.

A milestone finished late also carries a small "nd late" tag, and any remarks recorded against it are shown underneath.

Marking a milestone complete

Tap Done next to an open milestone, set the completion date (today by default), add remarks if useful, and confirm. This is the same record the web app and the desktop client use — an operations person can close off a step from the quayside instead of waiting to get back to a desk.

Notifications for one shipment

The bell on the shipment card subscribes this device to that job: when a milestone is completed the phone is alerted, even with the app closed. Tap it again to stop following the job. A filled bell means you are following it.

5 Ritzy Dues

Customer outstanding balances and the invoices behind them, with print and share. Built for the collections call and for handing a customer a copy of an invoice on the spot.

Who owes what

The opening screen lists every customer with a non-zero balance in name order, with a count and the total across all of them above the list. Type any part of a customer's name to narrow it; the search waits until you stop typing, so it keeps up on a slow connection.

Each row shows the customer's name, their account code, the outstanding amount and the currency. Customers who are square with you do not appear at all — the list is a work list, not a directory.

A customer's open items

Tap a customer to see what makes up the balance. Every open item on the account is listed, not only the invoices — a receipt on account, a journal or an opening balance is part of what they owe, so it is part of the statement:

• the document's name and voucher number — Invoice, Cash Memo, Debit Note, Credit Note, Receipts, Journals and so on, exactly as the desktop names them
• the document date and, where one is set, the due date
• the amount still outstanding on that item — not the original total, so part-paid invoices show only what is left
• anything that reduces the balance is marked Credit and shown in green with a minus sign, so the items on screen add up to the figure on the customer list

A count of open items and their total sit above the list. The back arrow returns to the customer list; the header keeps the customer's name and balance in view while you work through their items.

Viewing, printing and sharing a document

Tap any document to open a full preview. It is rendered from the same print template the web app uses for that document type, so what the customer sees on your phone is exactly what they would have received by post — company letterhead, VAT number, line detail, totals and amount in words included.

• Print — sends it to a printer, or to the phone's "save as PDF".
• Share — builds a PDF and hands it to the phone's share sheet, so you can send it by WhatsApp, email or anything else installed. Where a device cannot share files, the PDF downloads instead and the app says so.

Asking for help

The 🎧 headset button beside Sign out opens the Ritzy assistant, by voice or keyboard (see section 10). Here it is deliberately scoped to using this app — finding an invoice, reading the outstanding figure, sharing a document.

6 Ritzy CRM

The sales pipeline in your pocket. Everything you record here appears immediately on the CRM board in the web app, and vice versa — it is one pipeline, not a copy.

Today

The screen you land on. Three lists, and only the ones that have something in them are shown:

• Overdue next action — leads whose next-action date has passed.
• Due today — what you promised to do today.
• Flagged at risk by AI — deals the at-risk scan thinks are going quiet.

Switch between Mine and Everyone at the top. The three tiles above the lists (Open, Win rate, At risk) appear only if your group has the CRM Dashboard permission; without it the lists still work.

Pipeline

Your stages as swipeable columns — drag the board sideways to move between New, Contacted, Quoted and so on. Each column header shows how many leads and their total value. Tap a card to open the lead.

The filter box searches the enquiry text, the customer and the owner at once. Scan runs the AI at-risk scan over every open lead and drops a reminder into the notification centre for each owner who has something going cold.

Adding a lead

Tap + on the Pipeline tab. The green box at the top of the form is the fast way in: paste the customer's email or WhatsApp enquiry, tap Extract with AI, and the enquiry summary, job type, value, currency, deadline and notes are filled in for you. If the sender's company is already a Ritzy customer it is linked automatically; if not, you are told so and can search for the right one.

Nothing is saved until you tap Create. Read what the AI filled in, fix anything it got wrong, then create the lead. A prospect who is not in the customer master yet is normal for a lead — leave the Customer field empty and link it later from the web app.

Working a lead

Tap a lead to open it. From here you can:

• Move to stage — the picker near the top; the move is logged on the timeline.
• Call or email — the customer's number and address become tappable buttons.
• Draft follow-up — AI writes a short follow-up email from this lead's own history. Read it, tap Copy, and send it from your mail app. The app never sends anything on your behalf.
• Brief me — a few lines on who this customer is, what they ship with you and what is open, for reading in the lift on the way to the meeting. Needs a linked customer.
• Quotation — raises a draft quotation from the lead and moves it to the Quoted stage. Finish and send it from the web app.
• Log activity — pick Call / Email / Meeting / Note / WhatsApp, type what happened, tap Log. Do this from the car park while it is fresh.
• Follow-ups — a one-line task with a date. It reminds you through the Ritzy notification centre, so it reaches you in Ritzy Notify and in the desktop app too.

Customers

Search any customer to see their profile, their open pipeline and their recent CRM activity, with the same Brief me button. Use it before a cold call to a name you do not recognise.

Scanning a visiting card

The other half of the question — the person in front of you is not on file yet. Scan a visiting card photographs the card and reads it into a form:

1. Take photo opens the phone's camera. Lay the card flat, fill the frame, avoid glare.
2. The AI reads it and fills in what it can see — company, contact, designation, phone, mobile, email, website, address, city, country and the VAT/TRN number.
3. Check the form. Nothing is saved yet. A card photographed in poor light will get a digit wrong sooner or later, and a phone number nobody checked is worse than one that was corrected.
4. Save customer adds it to the CRM customers and opens the new customer's 360, ready for a lead. Turning it into an accounting customer or a consignee/shipper is done later from the web app’s CRM Customers master.

If the company name looks like one already on file, the app says so before you save — scanning a card at an account you already deal with is the easiest way to create a duplicate.

Adding a customer needs the add permission on the CRM Customers master (CRM, form 107). Being able to see the pipeline is not the same as being allowed to add customers, and the button reports it if you lack the right.

7 Ritzy Delivery

The driver's app. It shows the deliveries assigned to you — both cargo (import) deliveries and inland transport jobs — and records proof that each one was handed over.

The run sheet

One list, sorted by due date, mixing both kinds of work:

• Cargo — a delivery line from an import job, with the consignee's address, phone, pieces and weight.
• Transport — a truck or rail job, with its route and cargo lines.

The three tiles at the top are Due today, Overdue and Done today. Use For delivery / Delivered / All to switch what the list shows, the search box for a job number, HBL or street, and the date range when you need last week's work.

Only mine is the default. Tap it to become All drivers when you are covering someone else's route — you can then open and complete a delivery that was never assigned to you, and the record shows that you delivered it.

Scanning the delivery order

1. Tap the round Scan button at the bottom right.
2. Point the camera at the QR code on the delivery order. The app opens the matching delivery as soon as it reads the code — no button to press.
3. If the code covers a job with several delivery lines, the app asks which one. It never guesses, because stamping the wrong line is worse than one extra tap.
4. If the code is torn, wet or unreadable, type the job number or HBL in the box underneath and tap Find.

The QR code is the one printed by the web app's Delivery List report, so no new paperwork is needed. On Android the scanner also reads ordinary barcodes.

Photographing the goods

Open a delivery and tap Take a photo. The phone camera opens; take the shot and it uploads on the spot. Take as many as the situation needs — the pallet on the tail-lift, the seal number, damage you want on record.

• Photos upload immediately, one at a time, so a phone that dies mid-round does not lose the shots already taken.
• Each photo is shrunk on the phone before it is sent, so it goes up on a weak signal without eating the driver's data.
• Tap a photo to view it full size. The bin icon removes a photo you took by mistake — but only your own, and only before the delivery is confirmed.

Confirming the delivery

1. Type the name of the person receiving the goods. This is required.
2. Add their phone number and any remarks — short delivery, damage, gate instructions.
3. Hand the phone over and let them sign with a finger in the signature box. Optional but worth having.
4. Optionally pick colleagues under Notify the office; they get a notification the moment you confirm.
5. Tap Confirm delivery.

The app records the time, who delivered, who received, the remarks, the signature and — if the phone has a fix — the GPS location, which becomes a map link on the delivery afterwards.

Every confirmation writes straight into the same delivery record the office already uses, so the Delivery List report in the web app shows the delivery as done, by whom and when, without anyone re-keying anything.

8 Ritzy Notify

The Ritzy notification centre as a phone app. The same inbox as the bell icon in the web app and the toast in the desktop client — one set of messages, three places to read them.

Inbox

Received shows what has been sent to you, newest first, with a dot against anything unread and a count on the tab. Sent shows what you sent and whether it has been read. Tap a message to read it in full; opening it marks it read, which sends a read receipt back to the sender.

• Mark all read clears the badge in one tap.
• The search box covers subject, body and user name.
• The bin icon removes a message from your view only — it does not delete the other person's copy.
• The line under the tabs tells you how many colleagues are online right now.

Sending a message

Tap the round pencil button. Pick recipients or tick Everyone, write a subject and message, and choose Normal or High priority. High-priority messages are tagged in the recipient's list. Reading a message you received gives you a Reply button that fills in the recipient and subject for you.

Push notifications

On the Settings tab, turn on Push notifications to be alerted on this device even when the app is closed. The phone will ask for permission — you have to allow it.

• The setting belongs to this device. Turning it on on your phone does not turn it on on your tablet.
• On an iPhone the app must be installed to the home screen first, otherwise the switch stays unavailable.
• If you blocked notifications earlier, the app cannot ask again — re-allow them for the site in the browser's settings.

9 Ask Ritzy

The company’s position, in words. Ask a question out loud or type it — “how much cash have we got?”, “who owes us the most?”, “are we making money this year?” — and get a short answer with the figures drawn as charts. It is a reading app for directors and managers: it changes nothing and posts nothing.

Asking

The Ask tab opens with a few suggested questions. Tap one, or tap the round microphone and speak. The words appear as you say them; tap the send arrow when you have finished, or the crossed-out microphone to stop without asking. If you would rather type, start typing and the microphone becomes a send button.

• The answer is two to four sentences, followed by the key figures as cards and one or two charts.
• Under each answer are three suggested next questions — tap one to carry on.
• Follow-ups work: after “how were sales this year?” you can just ask “and last month?”.
• Based on under the answer names which figures it used — Profit & loss, Receivables, Cash & bank, and so on.
• Read answers aloud at the bottom has the phone speak each answer. It stays off until you turn it on, and then stays on.

Position

The Position tab is the same picture without asking for it: cash and bank, revenue and expenditure for the financial year, net profit and margin, what you are owed and what you owe, and how long customers are taking to pay. It works whether or not the AI is set up, and always shows the same figures for the same day.

Alerts

The Alerts tab is the short list of things worth looking at: debt more than 90 days old, an overdrawn bank account, a customer past their credit limit, a period being traded at a loss, work done and not yet invoiced, jobs running late. Tap one and it hands the question straight to the Ask tab so you can dig into it.

Reading a chart

• Tap or hold a bar, a point or a line to see the exact figure — the headline figures are shortened (AED 1.3m) to fit a phone.
• The table button beside a chart’s title swaps it for the numbers behind it, to the last fils.
• Amounts are in the company’s base currency, shown at the foot of the Ask tab.

10 Ritzy Support

Ask Ritzy a question about Ritzy. How do I do this, why does this figure look wrong, what is the correct accounting treatment — typed or spoken, and answered with a link straight to the right page of the manual. It is the only app here whose subject is the software rather than your business.

Asking

The Ask tab opens with a few example questions. Tap one, type your own, or tap the microphone and speak — the words appear as you say them, and you can edit them before sending. The 🔊 speaker button at the top has the phone read answers aloud; it stays off until you turn it on, then stays on.

• Answers are short and concrete: the menu path, the screen, the steps.
• One to three links under the answer open the exact section of the user manual it came from.
• Follow-ups work — after “how do I reverse a voucher?” you can just ask “and for a credit note?”.
• Ask for something Ritzy cannot do and it says so, then sends the request to the Ritzy team. You will see a green note confirming it.
• The ↻ button starts a fresh question when you change topic.

History

The History tab lists what you have asked before — yours only, never a colleague’s. Tap one to reopen it with the whole conversation intact and carry on from where it stopped. This is the one thing the Support button inside the other apps does not do: there the conversation is a passing aside and is thrown away when you close it.

Thumbs up, thumbs down

Under every answer are two small buttons, and they are worth using. A 👍 adds that answer to Ritzy’s shared knowledge base, so the next person — at your company or any other — who asks something similar gets a reply built on one that already worked. A 👎 takes it straight back out and flags the conversation for a human at Ritzy. It costs one tap and it is the most useful thing you can do to make the assistant better.

Raising a support ticket

The assistant answers from the manual. Some things it cannot answer at all — “our invoice print shows the wrong branch address” depends on your own setup, and only somebody inside your company can change it. That is what the Tickets tab is for.

1. Raise a ticket asks for one line describing the problem, then what you were doing — what you expected, what happened instead, and the document or job number if there is one.
2. Mark it Low, Normal or Urgent.
3. Take a photo attaches a picture of the screen — up to six. A photo explains “it looks wrong here” far better than a paragraph does, and it is the single most useful thing you can add. You can also pick an existing screenshot from the phone’s gallery.

The ticket gets a reference of its own (SUP-000123) and your administrators are notified straight away. It is stamped with the screen you were on and the Ritzy build you are running, so nobody has to ask.

Reading the answer

The Tickets tab lists your own tickets — never a colleague’s — with the status of each: Open, In progress, Resolved or Closed. Tap one to see what you reported, the photos you attached, and the resolution once it is written.

You do not have to keep checking. When an administrator answers it you get a notification — in the Ritzy notification centre in the web app and, if you have Ritzy Notify installed, as a notification on your phone. Tidying the wording of an answer afterwards does not notify you a second time; only a change of status does.

When it turns out to be a Ritzy fault

Some tickets are not your administrator’s to answer. If the software itself is wrong, they can press Send to Ritzy on the ticket, and it joins Ritzy’s own support queue with the screen you were on and the build you are running already attached.

• Your ticket then shows With Ritzy, and its Ritzy reference, so you know who you are waiting for.
• When Ritzy replies you get a notification, and the reply appears under Reply from Ritzy — word for word as they wrote it.
• In a live chat with Ritzy, press the bell at the top of the app (or Turn on while you wait for a person) to be told on your phone when Ritzy joins or replies, even with the app closed. It needs your Ritzy server on HTTPS, and on an iPhone the app installed to the home screen. See AI Customer Support.
• If your site is offline when the button is pressed the ticket is queued and sent by itself once the connection returns. Nothing is lost and nobody has to remember.

Accounting questions

Ask about practice rather than the software — when to recognise revenue, straight-line or reducing balance, how often to reconcile — and you get the standard treatment first, then where Ritzy supports it. Local tax rates, thresholds and filing deadlines are the exception: you will get the general principle and be told to confirm the specifics with your own accountant, because those differ by country and change every year.

11 Ritzy Tenant

The only app in this set that is not for your staff. It is for the person living in the flat: what they owe, what they have paid, and a way to report a fault without telephoning the office.

How a tenant gets in

A tenant has no Ritzy login and never gets one. Instead the office issues an invitation from Real-estate → Others → Tenant Portal, and the tenant signs in with a code sent to their mobile or e-mail each time.

1. The office opens Tenant Portal, finds the tenancy and presses Invite.
2. The tenant receives a link. Opening it once activates their access on that phone.
3. From then on they enter their mobile or e-mail, receive a six-digit code, and type it in.

What the tenant sees

• Home — what is owed right now, with the working shown: bills outstanding, less anything paid in advance.
• Bills — every invoice, what is left on each, and the charge lines behind it. Any bill can be saved or shared as a PDF.
• Payments — receipts against their account, including money not yet applied to a bill.
• Statement — the running account, opening balance to closing.
• My tenancy — unit, contract dates, rent and deposit.
• Requests — report a fault, with photographs.

Reporting a fault

The tenant picks a category — air conditioning, plumbing, electrical, an appliance, doors and locks, common areas, or something else — describes it, and may attach photographs. The request lands in Real-estate → Others → Tenant Requests for the office to deal with.

When access stops

Access follows the tenancy, automatically. The portal works while the tenant has a live contract on that account, and closes itself the moment that stops being true:

Nobody has to remember to switch a tenant off. Vacating the contract is the switch.

12 Ritzy Jobs

The maintenance technician's job sheet. It shows the jobs assigned to them, what was agreed, and what they did about it — recorded at the flat rather than remembered until the evening.

Getting work onto a phone

Jobs are assigned in the web app under Real-estate → Others → Maintenance Board. Until a job is assigned to somebody it appears on nobody's phone, which is the point: a technician sees their own work, not every open job in the company.

The job sheet

• My jobs — what is assigned, soonest first, with the unit, the tenant and how to telephone them.
• Mark a job On site when arriving, Waiting on parts when held up, or Done when the work is finished.
• Add to the work log as the job goes on — what was found, what was replaced.
• Record parts used, photograph the work, and take the tenant's signature at the end.

13 Ritzy Inspect

The condition report. Walk a unit at check-in and again at check-out, mark the state of everything in it, photograph what is wrong, and take the tenant's signature — so a deposit argument is settled from a record rather than from memory.

Starting a walkthrough

1. Pick the unit, and say whether this is a check-in, a check-out or a periodic visit.
2. The app downloads that unit's furnishings there and then — while there is still a signal — and the walkthrough itself needs none.
3. Mark each item: Good, Fair, Poor, Missing, or leave it as not inspected.
4. Add a remark or a photograph against anything worth evidencing.
5. Finish with the tenant's signature, or record why it could not be taken.

A check-out is compared against the check-in

On a check-out the app carries what the check-in said about each item and shows it beside your answer, so you are grading against what was handed over rather than against an impression. Anything that got worse appears in a what changed list at the end, with the inspector's estimate beside it if one was given.

The report

From Sent, any finished inspection produces the condition report as a PDF, which can be shared straight to the tenant from the phone. The office prints the identical document from Unit Inspections in the web app.

14 Ritzy Letting

For the letting agent, in the flat, with the prospect standing next to them. Search what is empty, photograph it, build a shortlist across buildings and send it before leaving — then log what happened.

What can I show?

The vacant list, filtered the way an agent actually asks: area, rent, bedrooms, a particular building. Bedrooms means at least that many, because showing a three-bed when the two-beds have gone is normal.

A unit already spoken for is marked: Held if another agent is holding it, Already let if the office has reserved or let it. Both still read as vacant on the reports — seeing it here saves the drive.

Photographing a unit

Tap Photograph and shoot. Every photograph taken in the field arrives as a draft.

Whether an agent may publish their own photographs is your decision, set per user group: add permission on Property Photos lets them take drafts, edit lets them publish. Give one without the other and the app becomes upload-only for that group.

The shortlist

Add units to the shortlist from anywhere; it is kept on the phone and survives moving between buildings, closing the app and losing signal. When it is ready, send it — the prospect gets the same share page the office would have sent, with your name and number on it, expiring after a week by default.

Only photographs that are in the gallery go out. Anything taken today and not yet published stays out of the link.

Enquiries, viewings and holds

• Enquiries — who asked, what they are after, and who to ring today. Four states only: open, let, lost, gone quiet.
• Viewing — log the outcome at the door: interested, not for them, or a hold taken. Losing an enquiry asks why, because a pipeline with no reasons in it teaches nobody anything a month later.
• Hold — take a unit off the market for a prospect who has decided.

15 Ritzy Collect

The rent collector's round: who to call on, what they owe, what happened at each door — and taking the money, with or without a signal.

The round

The office makes up a round in Real-estate → Others → Collection Rounds and assigns it. The collector opens the app and sees only their own round — never every tenant in the company.

Each door shows what is owed and how late it is: Due now, A month behind, Months behind, Long overdue. That is there to tell the collector which conversation this is before they knock.

At the door

Two buttons on every call: Take payment and No money.

1. Take payment — the amount, how it was paid (cash, cheque, card, transfer), and which bills it is meant to settle. The app suggests the oldest first.
2. A cheque needs its number, bank and date, and can be marked post-dated.
3. Type the name of whoever handed the money over, and take the payment.
4. No money — nobody in, refused, or promised to pay. A promise asks for a date.

The slip, and what it is not

Every payment produces a numbered collection slip — something like COL-A7K2M9-14 — which is what the tenant is handed. The slip is the company's acknowledgement that the money changed hands. It is not the receipt. The receipt is a voucher in the accounts, and the app names it on the slip as soon as it exists.

Taking money out of signal

Take the payment exactly as normal. The phone issues the slip number itself, so the tenant is handed a real number whether or not the server could be reached, and the screen says plainly: taken — but not yet receipted.

The moment the phone has a signal it sends them by itself. Sending twice cannot receipt a tenant twice — each payment carries a reference that the office recognises, so a retry returns the receipt that already exists.

The bag

Bag is what you are carrying and what the office thinks you are carrying. Cash on me counts cash only — a cheque in an envelope is not what anyone counts at a hand-in. Anything that failed to post is listed with the reason and a Try again.

Handing in

At the end of the round the office presses Hand in on the round and the money moves out of the collector's own cash account into the bank or the till. Until then, the accounts themselves say what each collector is carrying.

16 Ritzy Employee

The payroll module turned around to face the person it is about. Everything in this app is the signed-in employee’s own record and nobody else’s — the server works out whose payslips to show from the login, not from anything the phone asks for.

What an employee sees

• Home — photo, position, who they report to, last payslip, leave balance, documents expiring inside 90 days and any loan still outstanding.
• Payslips — every closed month. Tap one for the full breakdown: each payment, each deduction, and the net pay.
• Leave — the balance for each leave type, every request they have made, and the button to apply for more. A request can be withdrawn while it is pending, or after approval up until the day the leave starts.
• Approve — appears only for someone with people reporting to them: their team’s pending requests, with Approve and Reject.

Notifications

The switch on the Home screen turns on push notifications for that phone: the employee hears when their leave is approved or rejected, and a supervisor hears the moment a request arrives. It is the same notification the web app shows in its inbox — the phone alert is only the doorbell.

17 Ritzy Stores

The storekeeper’s phone, for the Inventory module. Home shows the day’s work; Lookup shows what the store holds; Receive books goods in (and sends them back); Move sends goods out — to another store, to whoever requested them, or to a customer; Count counts a location. Each tab and each action appears only for someone with the matching Inventory permission (section 3), so a counter who only counts sees only Home and Count. Everything the app posts is the same document the desk screen posts — a GRV, GRV Return, Stock Transfer, Stock Issue, Delivery Order or Stock Adjustment — and the office sees it there at once.

Home

Tiles for the chosen location: purchase orders to receive (and how many are due), stock requests waiting, sales orders to pick, items at or below their reorder level, batches expired or expiring soon, and open counts. Tap a tile to go to the work; the reorder and expiry tiles open their lists.

The location

Under the title is the location this phone works in. Choose it once; the phone remembers it. Lookup shows the stock there first, and a new count starts there. Choose All locations to see totals only.

Finding an item

Every tab finds items the same way. Type a code and press Enter, tap the barcode button to use the camera, or use a Bluetooth or built-in scanner (it types the code and presses Enter for you). An exact match on the barcode code wins. The barcode code is whichever of the five item codes Inventory Settings → Barcode field names. After that, an exact match on any other item code wins. A partial match shows a list to pick from.

Lookup

The item’s stock at the chosen location and in total, its price (the default price type, or the retail price), every location holding it with its bins, batches in stock with their expiry dates, and the last fifteen movements. Batches expiring within 30 days are marked orange, expired ones red. Average cost shows only with the Show Cost permission. Lookup changes nothing.

Receive

1. Open purchase orders are listed with the oldest delivery date first; search by order number, supplier or reference. Tap one.
2. Enter the supplier’s delivery note number. By default each line goes to the location on its order line; pick a location to send everything there instead.
3. For each line type the quantity that arrived, or tap Scan items and scan each piece; every scan adds one. Everything arrived fills in all that is left on the order.
4. Add the batch number and expiry date. If one line arrived in two batches, tap Another batch and split the quantity.
5. Tap Receive. This posts a normal Goods Received Voucher, the same as one made on Inventory → GRV. The goods are in stock, the batches exist and the order shows what is still to come.

You cannot receive more than is left on an order line; the app names the line. Receiving needs a signal. If the connection drops while you press Receive, press it again: the phone sends the same receipt, and the server returns the GRV it already wrote instead of booking the goods twice. The same protection covers every document the app posts.

Proof of delivery

Before pressing Receive, take photos of the delivery note and of anything damaged, type the driver’s name and have them sign on the screen. Once the GRV is posted these are attached to it, exactly as if they had been attached on the desk GRV screen. If one fails to upload the app says so; add it again from History.

Goods without a purchase order

Choose No PO, pick the supplier and the location, enter the delivery note number, then scan each item (scanning one again adds one). Set the unit, batch and expiry, add proof of delivery and press Receive. The GRV is priced the way the desk would start it: the supplier’s contract price for the unit, otherwise the item’s last purchase price, in the supplier’s currency. The purchase invoice corrects it if needed. Prices are shown only to someone with Show Cost.

History and returns

History lists the GRVs of the last day, week, month or quarter. Open one to see what came in, its batches and its proof of delivery (and to add more), or to print it. With GRV Return rights, Return goods to the supplier takes chosen quantities back out of stock as a GRV Return, with the reason; the GRV’s own batches go first. You cannot return more than is left on a line after earlier returns and the supplier’s invoice.

Move

• Transfer — choose From and To, scan what you are moving, adjust quantities (in the item’s base unit) and post. The batches move with their expiry dates. The transfer is immediate; there is no “in transit” step.
• Requests — approved stock requests waiting to be issued, urgent first. Open one, choose the store you are issuing from, pick (type the quantities, or Scan as I pick to count from zero), then Hand over. This posts a Stock Issue charged to the request’s expense account, department and job, and the request shows as issued.
• Pick orders — open sales orders, oldest delivery date first. Open one, pick by scanning or typing, or Picked everything, then Create delivery order. The goods leave stock (nearest expiry first) and the office invoices the delivery order as usual. Charges on the order stay for the invoice.

Count

1. Start a count for a location, optionally limited to one category (and its sub-categories). A location can have only one open count; anyone else joins it from the list.
2. Choose how to count: Type quantity (scan an item, then type how many) or Each scan = 1 (every scan adds one, and Keep the camera scanning leaves the camera on).
3. Count each item as you find it. Several people can count the same location at once; their counts add up. Counting the same shelf twice therefore counts it twice, so share out the aisles.
4. A mistake is fixed with Undo on Your last entries. Undo adds a correcting entry; nothing is deleted.
5. When everyone is done, a supervisor taps Post count. For every counted item the app compares the count with what the system holds at that moment. All the differences are posted as one Stock Adjustment, dated today, valued and posted to the adjustment account exactly as one made on the desk.

Counting works without a signal. On opening a count the phone downloads the items it may contain, so scans resolve offline. Entries wait on the phone (“n entries waiting to send”) and are sent when the signal returns. Each entry carries its own id, so one sent twice is stored once. Posting needs a signal and refuses to run while this phone still has unsent entries.

Counters count blind. Only someone who can post the count sees the system figure and the difference beside each item.

18 Ritzy Holiday Homes

The holiday-let manager’s phone, for apartments, units and villas let by the night. Bookings arrive on Airbnb, Booking.com, Trip.com, Agoda and Trivago, from agents and by referral; the manager keys each one in from the portal’s notification and blocks the same dates on the other portals by hand. The app is the same register as Real-estate → Realestate → Holiday Homes in the office, so a booking made on either is on both at once. Only properties set to Holiday homes on the Property master appear (see the Real Estate manual).

Today

What to do now, in this order:

• Update the portals — every portal whose calendar still has to change. Block means a booking came in elsewhere and these dates must be closed on this portal; Reopen means a booking was cancelled and the dates can be sold again. Do it on the portal, then tick the box. The portal a booking came from is never on the list: it closed its own dates when it took the booking.
• Arriving today, Should have arrived (booked for an earlier day and never checked in), Leaving today (with any that are overdue), In-house and Arriving tomorrow. Each card shows what is still due.

Calendar

A week per unit, one square per night, coloured by the channel the booking came from (grey is closed dates). Tap a booked night to open the booking, a free one to book it. Find free asks for check-in and check-out dates and lists every unit free for all of those nights, with the price at its usual rate.

A new booking

1. Tap +. Choose the unit and the dates.
2. Choose where it came from (Booked via) and type the portal’s confirmation number. The same number cannot be entered twice for the same portal, so a booking keyed in by two people is caught.
3. The guest’s name and mobile, and how many are staying.
4. The rate per night comes from the unit. If the portal’s price is not simply the rate times the nights, type the portal’s total instead. The channel’s commission and whether it collects the money come from its setup; change them if this booking differs.
5. Save. The app refuses dates that overlap another booking or closed dates on that unit, and names the clash. The booking’s dates go straight on the portal checklist.

Close dates (the switch at the top of the form) takes a unit off sale for an owner’s stay, maintenance or a deep clean. It goes on the checklist the same way.

Bookings from the portals’ calendars

When calendar sync is set up in the office (Real Estate manual, section 20.5), new Airbnb, Booking.com, Agoda and Trip.com reservations arrive by themselves. Today lists them under Complete from the portal: open each, tap Edit and fill in the guest, the portal’s reference and the price from the booking notification. Gone from the portal lists reservations a portal no longer shows that could not be cancelled automatically. A red or orange box at the top means a portal’s calendar could not be read, or two portals sold the same night.

Setting up the sync from the phone. Open a home on the Homes tab and choose Sync (needs the Holiday Homes edit permission). For each portal:

• Copy Ritzy’s address opens the phone’s share sheet (or copies it). Paste it into that portal’s Import calendar in the portal’s own app or site. The card then shows when the portal last read it.
• Copy the portal’s Export calendar link for the listing (the Airbnb host app shows it under Calendar → Availability → Connect calendars), tap the paste button beside the box, then Save and read now. Saving needs the Real Estate Settings permission, as in the office. The card shows the last read, what changed and any double booking; Read now reads it again.

Read all portal calendars now at the top of the Homes tab reads every saved portal address at once instead of waiting for the half-hourly read. The Ritzy address only works for the portals when the app is opened on Ritzy’s public https address; the Sync card warns when it is not.

Homes: photos, videos and details

The Homes tab lists every unit with its cover photo, bedrooms, size and usual rate. Open one, or tap photos, videos and details on a booking, to see:

• Photos — the unit’s gallery, then the building’s. Tap one to view it full screen and swipe through the rest. With the Property Photos add permission, Take or add photos uses the camera or the photo library; pictures are shrunk on the phone before they are sent.
• Videos — walk-throughs and virtual tours. YouTube, Vimeo, Google Drive and Matterport play in the app; other links open in the browser. Add a video link takes the address of a video already on YouTube, Vimeo or Google Drive, for the unit or for the whole building.
• Details — building and address, bedrooms and bathrooms, area, floor, furnishing, usual rate, whether a guest is in and who is next, the building’s facilities (pool, gym, parking…) and the unit’s amenities with brand and quantity. Facilities and amenities are kept on the Property master in the office.

Costs: cleaning, laundry, repairs

When expenses are set up in the office (Real Estate manual, section 20.6), the cost of keeping each home is entered from the phone, usually at the door with the bill in hand:

• On a booking, Add the cleaning cost (or Add a cost for this stay before check-out) fills in the unit and the stay. The booking lists its costs.
• On a home, the Costs tab lists the month’s costs with their total, and Add a cost enters one.
• On the Homes tab, Add a cost enters one for any unit, or for a whole building when it is shared.

Choose what it was for, the amount, and Paid now (from which cash or bank account, and to whom) or Bill to pay later (from which supplier, with the bill number). Photo of the bill takes a picture or picks one from the phone; it is shrunk on the phone and sent after the cost is saved, so a weak signal can lose the photo but never the cost. Saving posts it to Accounts at once: a payment, or a purchase from the supplier. Entering needs the Holiday Homes add permission, changing it edit, cancelling it delete.

The Costs tab is the month’s report. Step through the months with the arrows. At the top: what was spent, and what the homes earned — revenue less the portals’ commission and the costs, before tax. Below that, costs by category and by home (revenue, costs and net for each unit, and each building’s shared costs). Tap a category or a home to narrow the list of every cost underneath; tap a cost to open it. Share this report sends the figures as text through the phone’s share sheet — to an owner on WhatsApp, say — or copies them.

The booking

• Check in records the guest’s ID or passport number, nationality and mobile as you see them at the door.
• Check out posts the invoice to Accounts, dated today, and the channel’s commission as a bill from the channel. Payments already taken are allocated to the invoice.
• Payment posts a receipt into the bank or cash account you choose. Before check-out it is held on account; after it, it settles the invoice.
• Cancel and No-show free the nights, and every portal where the dates were blocked gets a Reopen task. A fee, if you charge one, is invoiced on its own.
• Call and WhatsApp open the guest’s number.

19 Administrator setup

Full server instructions are in DEPLOYMENT.md. In short:

• Everything here is managed from Tools → PWA Apps in the web app: one card per app carrying its install QR code, what the app does, who may sign in to it, a link to its section of this manual, and a switch to turn it off. Any administrator can open the screen and hand out the codes; only the DBA account can change an address, add an app or switch one on or off. Print QR sheet produces a single page of codes to pin up or hand to whoever is setting the phones up. The screen needs upgrade script 038_pwa_registry.sql — until that is run the apps are listed from their built-in defaults and nothing can be changed.
• The installer publishes each app on its own port (8081–8095), opens the firewall and records the addresses in the KEYPAIRS table — PWA_SPTRACK, PWA_SPDUES, PWA_CRM, PWA_DELIVERY, PWA_NOTIFY, PWA_ASK, PWA_SUPPORT, PWA_RETENANT, PWA_REMAINT, PWA_REINSPECT, PWA_RELEASE, PWA_RECOLLECT, PWA_STORES, PWA_REHOLIDAY, PWA_EMPLOYEE. Those are the same addresses Tools → PWA Apps shows and edits, so change them there rather than in SQL. A value you set by hand survives a re-install.
• Only this company’s apps are listed. Each app belongs to a module (Ritzy Stores to Inventory, the six Real Estate apps to Real Estate, Ritzy Employee to Payroll, Ritzy CRM to CRM, Track and Delivery to Cargo). An app whose module is not installed for the company, or not on its licence, is left off Tools → PWA Apps, shows no QR code on the desk screens, and refuses sign-in with a message naming the module. The screen says how many apps are hidden. The DBA can change an app’s module under Needs module in its edit form; empty means every company can use it. Needs upgrade script 090_pwa_app_modules.sql; before it is run the shipped apps use these same defaults.
• Disabling an app on that screen stops its users signing in — they are told the app has been switched off. It cannot end a session that is already open: someone signed in keeps working until their session next renews, within a few hours. Nothing is uninstalled from anyone's phone.
• Grant the permissions in the table in section 3. For Ritzy CRM the CRM module must also be part of the licence, and for the six Real Estate apps the RE module must be.
• The five Real Estate apps — Ritzy Tenant, Ritzy Jobs, Ritzy Inspect, Ritzy Letting and Ritzy Collect — are provisioned with the Real Estate module itself. A company that has RE in its licence gets their tables, menu entries and PWA Apps cards when the module is installed, and a company created after this release has them already. Nothing separate to run.
• Ritzy Tenant is the one app your own staff do not sign in to. Tenants are invited from Real-estate → Others → Tenant Portal, and their access ends by itself when the tenancy is vacated or suspended — there is no list of tenant logins for anyone to maintain. Sending the invitation and the sign-in codes uses the same mail settings the rest of Ritzy uses.
• Ritzy Collect needs one decision before anybody can take money: every collector gets their own cash-in-transit account, set on Collection Rounds → Collectors. A collection debits that account rather than the bank, because the money is in somebody's pocket until they hand it in — which is what lets the trial balance say what each collector is carrying. A collector with no account cannot take a payment, and the app says so rather than posting it somewhere plausible.
• Ritzy Track and Ritzy Dues also appear as a scannable QR code inside the web app — Track at the foot of the dashboard, Dues on the Customer Statement screen — drawn from PWA_SPTRACK and PWA_SPDUES. A missing address, or an app disabled in Tools → PWA Apps, hides only the QR code.
• Completing a milestone raises two independent alerts. The web push to everyone following that job in Ritzy Track is ungated and fires on every step. The notification-centre message that lands in Ritzy Notify fires only when the milestone came from a template line marked Notify and that line names recipients. Trim a noisy template rather than expecting the Track bell to filter itself.
• Ritzy Dues renders each document from the active print template for its type (Tools → Report Templates). Set one per document type you expect staff to share, or the preview reports that none is configured.
• Ritzy Stores needs upgrade script 089_stores_pwa.sql (its count tables and its PWA Apps card) — run it from DBA Console → Upgrade Scripts on every company with Inventory. A company created after this release already has it. Its address is PWA_STORES, port 8093.
• Ritzy Holiday Homes comes with the Real Estate module, but a company that already had Real Estate before this release must run upgrade script 092_re_holiday_homes.sql from DBA Console → Upgrade Scripts (its tables, the Holiday Homes menu entry and its PWA Apps card), 093_re_unit_videos.sql for gallery videos, 094_re_holiday_ical.sql for calendar sync and 095_re_holiday_expenses.sql for costs. Its address is PWA_REHOLIDAY, port 8094.
• Ritzy Delivery needs upgrade script 037_delivery_pwa.sql — run it from DBA Console → Upgrade Scripts against every company database. A company created after this release already has it.
• To have a driver's inland transport jobs appear automatically, set the driver's Ritzy user id on their record in the Driver master. Cargo deliveries follow the delivery user already assigned on the delivery line.
• Ritzy Notify push needs VAPID_PUBLIC_KEY and VAPID_PRIVATE_KEY in the API's .env. Without them the inbox works normally and only push is unavailable. The same keys drive Ritzy Track's per-job alerts.
• Ask Ritzy needs upgrade script 039_ask_pwa.sql for its entry on the PWA Apps screen, and ANTHROPIC_API_KEY in the API's .env for the Ask tab. Without the key the Position and Alerts tabs still work in full. It deliberately has no permission of its own: it uses Dashboard / Quick View (Accounts), so whoever you already trust with the Accounts & Finance Dashboard can use it, and nobody else. It is read-only — there is no screen in it that changes anything.
• Sending tickets to Ritzy needs upgrade script 042_ticket_escalation.sql, which seeds the KEYPAIRS key SUPPORT_ESCALATE to Y — so it is available once that script has run. Set the key to N if data must not leave the building; a company upgraded before October 2026 was seeded N and stays that way until someone sets it to Y. Sending is never automatic: any administrator sends an individual ticket, and the screen states exactly what leaves — a ticket's text can name your customers and amounts. Replies are pulled back hourly (and whenever an administrator opens the ticket queue) because Ritzy cannot call in to your network — set SUPPORT_TICKET_SYNC_MINUTES in the API's .env to change the interval. Screenshots are sent only when an administrator ticks them individually in the send dialog, one request each.
• Support tickets need upgrade script 041_support_tickets.sql, and are answered in the web app at Tools → Support Tickets — administrators only, with an unanswered count beside the title. Open a ticket to see what was reported and the photos attached, write the answer, and choose Looking at it, Resolved or Close, no fix; saving notifies the person who raised it. A resolution cannot be saved empty, and editing it later does not notify them again. Until the script is run the screen says so rather than failing.
• Ritzy CRM's visiting-card scan needs ANTHROPIC_API_KEY in the API's .env — the same key as the other AI features. Saving the scanned card writes to the Consignee/Shipper master, so the user needs Cargo form 101 CANADD; the rest of the CRM app works without it.
• Ritzy Support needs upgrade script 040_support_pwa.sql for its entry on the PWA Apps screen, and no API key of your own — unlike Ask Ritzy, the question is forwarded to Ritzy's own support service over your installation's licence token, and Ritzy holds the key. What it does need is an active Ritzy licence and a route out to the internet; without either, the app says so and the headset button inside every other app hides itself. On Ritzy Dues that button is worded for a customer rather than a colleague and is scoped to using the app — it never discusses a balance. It has no permission of its own on purpose: support is help with the software rather than access to data, and the people who most need to ask how something works are usually the ones with the fewest rights.

20 Troubleshooting