BPS CA help center
Complete BPS CA Platform Guide, System Architecture & Operational Manual
A practical, human-first reference for owners, Admins, and Accountants operating a secure, remote-first ERP workspace.
System Architecture & Core Concepts
BPS CA is a self-hosted operating layer for company analysis, ledger management, and accountant collaboration. Each company is a tenant-scoped workspace backed by PostgreSQL tables with acompany_id boundary, so catalog, user, transaction, document, and forecast reads stay inside the active company.
Invoice files are stored through the self-hosted object-storage proxy. The OCR pipeline validates file signatures, creates a tenant-scoped job, extracts a draft, and leaves final approval to an authorized Admin. Confirmed dated transaction history then feeds stock projections and forecasting.
Super Admin Operations & Platform Controls
Super Admins operate at the platform level. The Master Tenant Ledger shows registered company names, GST identifiers, billing plans, subscription states, and available Admin or Accountant contacts without loading tenant inventory or bill data.
A pending tenant can be reviewed for a controlled Enterprise activation override. Platform health and PM2 process telemetry are infrastructure concerns and remain separate from tenant business records; the dashboard provides a monitoring reference rather than embedding live process counters.
What are the roles in BPS CA?
- Super Admin: Platform management and tenant oversight.
- Admin: Company owner or operator with full ledger, catalog, inventory, approval, and staff controls.
- Accountant: Restricted bill-processing access granted through a secure pairing code.
Admin Role: Complete Operational Manual
Analytics dashboard
Open Analytics after the team has confirmed transactions. Work through each node in this order:
- Analytics KPI summary: Start with confirmed-trade totals and trends. The figures originate from confirmed outward and sample transactions, so unfinished Accountant uploads cannot distort the summary.
- Sales history chart: Inspect the time-ordered confirmed-sales series to understand movement across the reporting window. The chart uses dated transaction events rather than an undated snapshot total.
- Top products volume: Use the product ranking to identify high-volume SKUs. Data comes from confirmed transaction lines joined to the company catalog, with quantity and revenue calculated from the tenant ledger.
- Top buyers volume: Use buyer rankings to prioritize customer follow-up. The rows originate from confirmed client-linked outward and sample trades in the current company.
- Next-order forecast: Review expected buyer-product timing from dated confirmed order history. Frequency, average quantity, and order gaps require sufficient historical transactions.
Approvals queue
Review pending records created by Accountant uploads. Compare the type, product, quantity, and party; preview the original morning and evening documents; then confirm only when the evidence is complete. Confirmation updates stock and the financial ledger in one protected transaction.
Catalog search, creation, and metadata
Use the Products, Clients, and Vendors views to find the company-scoped records used by bill processing. Add new SKUs or parties from the protected creation controls and maintain aliases for OCR label matching. The current UI has no separate text-search input, pricing field, or automated multi-tax calculation field.
Inventory stock, audit trail, and alerts
Read current book stock from the inventory table. Confirmed ledger transactions provide the audit history, while status guidance flags physical-count or catalog dependencies that need attention. A physical count records an adjustment instead of erasing history.
Staff pairing and revocation
Generate a time-limited pairing code for an Accountant, review pending requests, and manage the staff list. Deactivating an Accountant immediately blocks future authentication while retaining historical records.
Accountant Role: Bill Processing & Dispatch Manual
Secure device pairing at /pair
Open the clean
/pairURL, enter the code supplied by the company Admin, and submit the request. The server ties the request to the intended company and expires unused pairing codes.Raw invoice scanning
Complete onboarding, then use the upload dashboard for inward, outward, or sample bills. Supported documents are validated and stored under the current company before OCR creates a draft.
OCR status monitoring
Watch the status feedback while the background job uploads, processes, and extracts fields. A failed job can be retried, and the original file remains protected by the company object-key boundary.
Pending and confirmed handoff
Review the extracted draft and save it as pending. Attach the evening proof when available. The Admin then confirms the record; only that confirmation updates live stock and analytics history.
Comprehensive Frequently Asked Questions (FAQ)
What is BPS CA?
BPS CA is a specialized operating layer designed to streamline company analysis, ledger management, and accountant collaboration for growing businesses. It replaces fragmented workflows with a structured command center.
What problem does BPS CA solve for distributed teams?
BPS CA centralizes inventory tracking, OCR bill processing, approvals, and role-based access so distributed teams can work from one dependable company ledger.
What are the roles in BPS CA?
Super Admin manages the platform, Admin controls a company ledger and staff, and Accountant processes bills through restricted access granted by secure pairing.
What are the security boundaries between Admin and Accountant roles?
Admins can manage catalog, inventory, approvals, analytics, and staff. Accountants can complete onboarding and bill workflows, but cannot approve stock, view analytics, or manage staff.
How does the one-time device pairing code protect ledger access?
The Admin generates a time-limited pairing code for the company. The Accountant submits it through /pair, and the server binds the request to that company before access is granted.
How does automated OCR bill extraction update live inventory stock?
OCR creates a reviewable draft from the uploaded document. It does not update stock directly; an Admin must review the draft and proof, then confirm the transaction atomically.
Why do unconfirmed bills stay out of analytics aggregates?
Analytics uses confirmed dated transaction history only. Excluding pending bills prevents incomplete OCR or Accountant entries from distorting revenue, stock, and demand forecasts.
How does the system handle multi-tax and GST slab calculations?
BPS CA stores and validates a company's GST identifier, but the current transaction schema does not provide automated multi-tax or GST-slab calculation fields. Tax calculation should be handled by the applicable accounting process until a dedicated tax module is added.
How can an Admin revoke Accountant access instantly?
An Admin opens Staff and deactivates the Accountant from the roster. The protected server action changes the user's active status, preventing future authentication while preserving historical records.