OA System for Instrument Dealers
Model: Enterprise EditionAn in-house management system built for instrument dealers and system integrators: customers, opportunities, orders, stock, purchasing, finance, approvals and e-signature in one flow. It solves three problems peers share - cost carried per unit at real purchase price, instalments and credit balances that never get lost, and commission and dividends calculated automatically per person. Workflow and accounting rules are refined in daily use, with sales, finance and admin running end to end.
Specifications
| Deployment | On-premises, installed on your own server or cloud host; business data never leaves your organisation |
|---|---|
| Runtime | Linux + Nginx + PHP 8 + MySQL 8; 2 vCPU and 4 GB memory to start |
| Clients | Access from any PC or mobile browser; no client software to install |
| Data security | Local storage; daily automatic backup, off-site cold copy and restore drills supported |
| Permissions | Custom roles, permission points and data scope (own records / department / all) |
| Approvals | Custom workflow nodes with hooks for expenses, e-seal use, leave and other business events |
| Integrations | Connects to manufacturer ERP/DMS, e-invoicing, WeCom and SMS |
| Deliverables | Application source code, database scripts, deployment guide, user manual |
| Implementation | Remote deployment, historical data migration, operator training |
Features
- One continuous flow: customer record, opportunity, order and stock issue in one place. Contract value, receipts, cost and gross margin are visible per deal, with no reconciling between spreadsheets.
- Cost carried at purchase price: the inbound record is the cost, and outbound sales inherit it automatically rather than relying on after-the-fact manual entry. Multiple purchases of the same model remain traceable by batch.
- Prepayment plus credit terms: a purchase can be paid in instalments, each payment recorded as it happens, and the remainder booked automatically as payable. Balances are flagged amber before due and red once overdue, so nothing is forgotten.
- Automatic commission and dividend calculation: gross margin, tax, salary and expenses are consolidated per person and multiplied by a coefficient to produce the amount due and the balance. Changing one expense updates the result immediately.
- Unified approval flow: expenses, e-seal use and leave run on the same workflow engine and post to the ledger automatically on approval, so there is no gap between approved and recorded.
- Electronic seal: upload a PDF or generate one in the system, stamp at a defined position, rebuild the page image to prevent seal extraction, and trace the finished document back to its request.
- Data-level permissions: beyond the five default roles, sales staff see only their own customers and performance, while finance sees the whole picture but not what it should not. Permission changes take effect on the next click.
- Works on mobile: lists convert to cards automatically, invoices can be photographed and uploaded, and approvals can be given anywhere without installing a separate app.
- Full audit trail: who changed which record and which field, and when, is queryable, so financial data always has a supporting record.
- Service tickets: log a repair request, dispatch an engineer and close the loop with a follow-up visit; can connect to manufacturer service systems for automatic escalation.
Applications
- Instrument dealers: representing several brands, one unit per project, needing cost and gross margin accounted per order
- System integrators: multimedia classrooms and complete laboratory build-outs, with long project cycles, staged deliveries and staged payments
- Testing and calibration service companies: equipment sales and service revenue mixed, needing separate consolidation
- Equipment departments of universities and research institutes: asset register, issue records and repair history in one place
Frequently Asked Questions
Can we start with the finance module only?
Yes. Modules are enabled as needed - begin with revenue and expenses, then add stock and approvals later
Where is the data stored?
On your own server. We neither access nor retain your business data
How is it charged after delivery?
A one-off delivery fee; maintenance and upgrades from the second year are optional
Can it be adapted to our own workflow?
Yes. Approval nodes, document fields and reporting rules can all be adjusted; larger changes are assessed separately
Is anyone in the same industry using it?
Yes. The system was developed and is in daily use by an instrument distribution company, with sales, finance and administration all running on it
Want the full specification sheet?
Leave a number and we will send the specification sheet and a quotation for the OA System for Instrument Dealers. Calls returned within 10 minutes on working days.