Dashboard
0
Textbooks in catalog (Gr 1–12)
0
Past-paper & mark-scheme sets
0
Active orders
0
Copies left to print
0
Awaiting collection
How BookFlow works
An order is taken on New Order, or pasted from a customer's WhatsApp message on Order Intake — the engine matches it to this catalog and prices it. You confirm it on Orders & Documents, the press works it from Print Queue oldest first, and it leaves either by delivery or from the shelf on Collections. Books not in the catalog are flagged to be sourced.
Language rule: customer writes Singlish or Sinhala → bot replies in Sinhala (සිංහල); English → English. Prices & book names are always inserted verbatim from the catalog.
Delivery zones: Negombo → Negombo hub · Colombo/Greater Colombo → Kaviratne Place hub · Outstation → bus (with collection confirmation). Courier is offered in every zone; PickMe Flash in the two hub zones.
BookFlow is the order and operations system for Vprint — 301, Chilaw Road, Daluwakotuwa, Negombo · 077 494 6857 · vprint.lk
Viskam Industries · Reg. No. W/5085
Order Intake & Quote
Paste a customer's WhatsApp message
Whatever they sent, exactly as they sent it — Sinhala, Singlish or English, tidy or not.
BookFlow reads it against your catalogue and builds a priced quote you can correct before anything is saved.
Tries ISBN → past-paper code → subject → book-name match. Nothing is charged and nothing is saved yet.
Attach their photos or PDFs
A photo of a handwritten list, a school booklist,
a screenshot, or a PDF. Ticks and crosses are read and shown to you — BookFlow never
decides on its own which lines to leave out.
⚠ Whatever is in the picture is sent, including
any name or phone number written on it. Typed text has contact details removed first;
a photo cannot.
Quotes
A quote holds its prices for 7 days, and the nearest to lapsing is at the top — those are the ones to chase. Every quote says what became of it, so nothing leaves this list without a trace.
Books & Papers
“Price” is what you charge. “Book Shop Price” is the competitor’s price — reference only, never quoted and never used as a fallback.
Orders & Documents
Print & dispatch
Print for the ticked orders
The usual set for each order — invoice, packing slip and shipping label for a
delivery; parcel tag and packing slip for a pickup.
Or one document at a time
Labels and tags print 4 to an A4 sheet — cut along the dashed lines.
The order board
Every order that is not cancelled, by the stage it has reached. The button on a
card says what happens next; the one beside it puts the order back a stage.
Print Queue
Print runs — one setup per title
In queue order: the run at the top is the one the oldest waiting order needs. Printing a run covers every order waiting for that title — untick any you'd rather leave for later.
Orders waiting — first in, first out
The same work seen order by order, so you can tell a customer where theirs has got to.
An order is never overtaken because a later one happens to be bigger.
Awaiting Collection — Negombo
A parcel sitting here for a week is chased, not forgotten — the waiting column turns amber at seven days.
Hand over takes the payment and prints the receipt in one go.
Returns & Refunds
Waiting for you
Nothing goes back to a customer until an owner approves it. If you are not an owner, raise the
return anyway — the goods come in, the customer gets a note, and it waits here.
Start a return
The number on their invoice or parcel tag.
Every return, past and present
Customers
Add a customer
The WhatsApp number, where there is one.
Sets the delivery zone automatically when you take their order.
Shown under their name on this screen. Not printed on any document.
Everyone on the list
Orders taken before this list existed still hold the customer's name and phone.
BookFlow can turn every one of them into a customer record and link the orders back to it.
Finance & Reporting
Revenue by delivery zone
Invoices
Cost of goods & margin are derived from the margin set under Users › Costing — the shop keeps 30% of the selling price. Print services have no margin set, so those lines show none.
Print Services
Add a service
Per unit, before any quantity.
Vprint's price list
Vprint's own price list — everything the shop prints to order. It starts as a template with every price at zero: set yours, and add whatever is missing. The books catalogue is separate.
Users
Add someone
What they type to sign in, and what appears against everything they do.
Decides what they can see and change. Set up below.
Theirs alone — never shared. You cannot read it back afterwards, only set a new one.
Roles — who can do what
Everyone signs in as one of these. A role decides what its people see and what
they are allowed to change, on every terminal, the moment it is saved.
Owner holds everything and cannot be reduced.
Add a role
Shown beside every name on this screen and on the sign-in box.
Lower case, no spaces. It is how BookFlow links people to this role, so it
cannot be changed once anyone has been given it.
One sentence, in the shop's words. Whoever hands out this role reads it, not an engineer.
What this role may do
Tick what the job needs and leave the rest. The amber ones marked
⚠ hand over something serious — read the line under each before you tick it.
Costing
The share of the selling price Vprint keeps. 30% means an item sold at 3,700 cost the shop 2,590. Textbooks and past papers can use different values.
Changing a rate affects new orders only. Every order keeps the rate it was taken at, so past margins stay true.
Backups
Checking when the last backup ran…
A dated copy is taken automatically every night and the newest few are kept.
A downloaded backup is the whole shop in one file — treat it like the cash box.
Everyone with access
Switching someone off signs them out everywhere immediately. The last admin can't be removed or demoted — that would lock everybody out.
New Order (manual entry)
1. What is being ordered?
Not in the catalogue?
2. What the customer is paying
Nothing on this order yet
Find a book, a print service or a one-off job above and press Add. The total works itself out here.
Books subtotalLKR 0
How is the customer getting this?
Zone & method
Delivery fee
Payment
Amount received so far
Balance to collect on deliveryLKR 0
TotalLKR 0
3. Customer & delivery address
This is what prints on the shipping label. A pickup order does not need one.
Zone is set automatically from the town in the address — override it above if needed.