Cenatrix Help & User Manual

Cenatrix is an all-in-one ERP + CRM designed for Romanian businesses that trade across the EU. It combines sales, purchasing, inventory, accounting, Romanian compliance (ANAF e-Factura, SAF-T, SPV inbox) and a customer-facing self-service portal (CPP) in a single product.

The system is used by three roles:

• Admin / staff — the internal team, works inside the ERP.
• Customer — signs into the Customer Procurement Portal (CPP) to raise RFQs, review quotes, sign contracts, view orders and invoices, declare payments.
• Platform (Barkhill) — the reseller / operator that manages tenants, subscriptions and billing.

Staff sign in at /auth using email + password or Google. Customers sign in from their portal URL (see Customer portal access).

If you were invited by email, click the link in the invitation and set your password. Password resets are triggered from the sign-in page.

The left sidebar groups every module. Click a group to expand it. The active page is highlighted. Collapse the sidebar with the toggle in the top bar for more screen space.

Most list pages share the same anatomy:

• KPI cards across the top summarise the view.
• Search / filter bar filters the table in place.
• New button (top-right) opens the create sheet.
• Row actions — Edit / Send / Download / Delete — appear in the last column.

CRM covers Companies, Contacts, Leads, Opportunities (pipeline) and Activities. Everything ties back to a CRM company so that sales, portal and accounting share the same record.

• Add a company at /companies. Fill VAT ID for automatic matching with fiscal partners.
• Contacts belong to a company — add them from the company detail page or standalone at /contacts.
• Companies auto-link to CPP portal users (by email match on invite) and to accounting partners (by VAT ID).

Move deals across stages on the Kanban board at /pipeline. Stages are configurable at /settings/opportunity-stages. Every opportunity can attach quotations, contracts, and activities.

The Sales menu covers Quotations, Sales Orders, Contracts, Quote Templates, Price Lists, Discounts, EUC Templates and the Sales Pipeline. Documents flow: Quotation → Sales Order → Invoice, with optional Contract + EUC compliance in between.

Create quotes at /sales/quotations. Click New quotation or Start from template to seed lines from a saved template.

• Product picker — searchable, filters by name/SKU. Line prices, VAT and units are prefilled from the product record.
• Currency — pick from the currency drop-down; totals recalculate on change.
• Save as draft keeps the quote editable; totals recompute automatically.
• Preview PDF renders in-app (no download) using the branding template picked in Company Settings. Attached product datasheets are appended as extra pages.
• Send to customer sets the quote to Sent, emails a branded copy from notify.cenatrix.com, and unlocks it for the customer inside the CPP portal.
• Generate contract creates a draft contract from the selected quote using AI-extracted variables.

Statuses: Draft → Sent → Accepted / Rejected / Expired. Accepting a quote (either in the admin app or the portal) auto-creates a contract, advances the sales workflow, and — once the contract is signed — auto-creates the sales order and invoice.

/sales/orders — orders created automatically from accepted quotations (or manually). Confirm, fulfil or cancel from the row actions. Fulfilment triggers stock movements and invoice generation.

• Manage templates at /sales/contracts. The AI extractor turns any DOCX/PDF into a template with typed variables.
• Generate a contract from a Quotation, RFQ or manually. The signer receives an email link.
• Customers sign in-portal (/cpp/{slug}/contracts) or via public link (/sign/{token}). Signatures are captured as an image and time-stamped.
• Finalising a signed contract triggers the post-contract automation: creates the sales order, matches EUC templates, and generates the draft invoice.

Save typical line-item bundles at /sales/quote-templates. Templates can include header/footer notes, currency, VAT default, and a full line schema. Use Duplicate to iterate variants.

Per-currency and per-partner price lists live at /sales/price-lists. Volume/period discounts at /sales/discounts attach to a partner or product group.

Compliance clauses for export-controlled products. Managed at /sales/euc-templates. The EUC matcher runs automatically after a contract is signed and attaches any templates whose keywords match the order lines.

/sales/pipeline is a Kanban view of every deal by stage: RFQ → Offer → FCO → Contract → Order. Drag a card, or let the automation advance the stage as documents progress.

• RFQs (/purchasing/rfqs) — request quotes from vendors, compare responses, promote the best to a Purchase Order.
• Purchase Orders (/purchasing/orders) — approvals, receipt tracking, cost allocation.
• Goods Receipts (/purchasing/receipts) — record partial or full receipts against a PO. Updates stock on posting.
• Vendors — managed as partners of type Supplier.

• Products (/products) — name, SKU, unit, VAT default, price. Upload one or more datasheet PDFs per product; they are appended to quotes/orders/invoices when that product is selected.
• Warehouses and Stock levels under the Inventory menu.
• Stock transfers move quantities between locations and generate movement records for audit.

The Accounting menu covers Invoices, Bills, Credit Notes, Payments, Journal Entries, Bank, Recurring, Dunning, Documents Inbox, Fiscal Periods, Chart of Accounts, Mapping and Reports.

• Drafts are created automatically from confirmed sales orders (or manually at /accounting/invoices).
• Post to lock the invoice and generate journal entries.
• Send to customer emails a branded PDF and exposes it in the CPP portal.
• Support for reverse-charge VAT, EU intra-community lines and multi-currency.

Enter supplier bills at /accounting/bills. Attach the source PDF (from Documents Inbox or manual upload). Post to book AP and VAT input.

Record customer receipts and supplier payments at /accounting/payments. Allocate a payment to one or more invoices — the allocation reduces the invoice's outstanding balance.

Customer-declared payments raised from the portal appear in a highlighted panel at the top of the page with inline Confirm / Reject buttons. Confirming creates the allocation and emails the customer; rejecting removes the record and emails the reason.

Full or partial credits against a posted invoice. Reverses VAT and P&L for the credited lines.

The chart of accounts (/accounting/accounts) is preloaded with the Romanian PCG. Manual journal entries at /accounting/journal-entries. Mapping rules at /accounting/mapping route document types to accounts.

Schedule automatic recurring invoices at /accounting/recurring. Frequency, next-run date, end date, and a source template are configurable.

The Romanian escalation ladder at /accounting/dunning automates reminder emails at set intervals after due date, then produces a formal notice. Configurable per partner.

Upload or forward supplier PDFs to /accounting/documents. AI extracts header + line data, and a single click converts a batch of documents into bills.

Standard reports (P&L, Balance Sheet, VAT return, Aging) at /accounting/reports. Close periods at /accounting/fiscal-periods to prevent backdated changes.

Posted invoices are submitted to ANAF e-Factura from /compliance/e-factura. Status (submitted / accepted / errors) is polled and displayed per invoice.

Government messages from ANAF SPV are surfaced at /compliance/spv-inbox. Attach messages to related documents for audit.

Generate the monthly D406 SAF-T export from the Reports menu. VAT returns (D300, D394, D390) are produced with the same accounting periods.

The CPP is your customer-facing self-service portal. Customers sign in, submit RFQs, review and accept quotes, sign contracts, view sales orders and invoices, and declare bank-transfer payments — all under your branding.

• Slug URL: https://cenatrix.com/cpp/<tenant-slug>.
• Subdomain: slug.cenatrix.com.
• Iframe embeds and reverse-proxy setups are supported.
• Configure branding, welcome copy and the product catalogue at /settings/cpp.

Generate an invitation link for a specific CRM company at /settings/partner-codes. Anyone who signs up via that link is automatically linked to the same CRM company and can see its RFQs / quotes / orders. Portal users can also invite teammates from their own portal account.

Customers open /cpp/<slug>/rfqs/new. They pick products, quantities, incoterms, monthly qty and contract duration, then submit. The admin RFQ Inbox (/cpp/inbox) receives a real-time email + in-app alert.

The customer sees quotes at /cpp/<slug>/quotations. They can accept (with signer name/title and optional PO ref) — this auto-generates a contract and emails a signature link. Or they can reject with a reason.

Customers browse orders at /cpp/<slug>/orders and invoices at /cpp/<slug>/invoices. From an invoice they can save the PDF and Declare a payment (date, amount, bank ref, note). The declaration lands in Accounting → Payments for staff confirmation.

The Platform section (visible only to operator accounts) manages tenants, subscriptions, platform invoices, orders, revenue and support tickets. Available at /platform.

• /admin/company-settings — identity, address, phone, VAT ID, banking (IBAN, SWIFT, bank name), logo upload.
• Uploaded logo appears on every branded document and email.
• Pick from 10 document design templates (including Falcon) for quotes, orders and invoices.

Countries, currencies, VAT rates, payment terms, incoterms, categories, activity types, opportunity stages and lead sources all live under the Settings menu. Edits here flow through the whole app.

Transactional and auth emails send from notify.cenatrix.com. Templates cover RFQ acknowledgement, admin RFQ alert, contract for signature, contract signed, portal invite, quotation ready, quotation accepted/rejected, payment declared/confirmed/rejected. Configure at /admin/email-domains.

/ai-assistant — natural-language queries over your data (find, summarise, draft) plus generative helpers for contract clauses, quote descriptions and document classification. Backed by the Lovable AI gateway.

• / — focus the page search input (on list pages).
• N on a list page — open the "New" sheet.
• PDF preview — every document supports on-screen preview (no forced download); use your browser's Print → Save as PDF for a local copy.

• "Unsupported provider" on Google login — the tenant hasn't finished the Google OAuth setup. Contact your operator.
• Emails not arriving — the email domain must be verified. Check /admin/email-domains.
• Datasheet not attaching to PDF — confirm the product has a PDF uploaded under Products → Specifications.
• Customer can't see a quote — the quote must be in status Sent, and the customer's CRM company must match the quote's partner (by VAT ID or invite code).

• 2026-07 — Full user manual added at /help, kept in sync with releases.
• 2026-07 — Phase 15: admin confirmation workflow for customer-declared payments.
• 2026-07 — Phase 14: portal payment declaration + history on invoices.
• 2026-07 — Phase 13: auto-invoice from signed contract and portal invoice viewing.
• 2026-07 — Phase 12: portal sales-order visibility.
• 2026-07 — Phase 11: admin "Send to customer" workflow for quotations.
• 2026-07 — Phase 10: auto contract generation on quote acceptance.
• 2026-07 — Phase 9: portal quotation viewing & acceptance.
• 2026-07 — Phase 8: transactional email infrastructure over notify.cenatrix.com.
• 2026-07 — Phases A–G: partner invite codes, RFQ Builder v2, Sales Workflow engine, post-contract automation, EUC matcher.
• 2026-07 — Company branding: logo upload, extended identity/address/banking fields, 10 document design templates.
• 2026-07 — Product datasheets: PDF uploads auto-merged into quotes/orders/invoices.
• 2026-07 — Quotation UX: searchable product picker, currency dropdown, in-app PDF preview.