Gabnet 365 Training Content

Trainer-friendly content for non-technical users learning efficient system usage

Document Audience: Trainers, Department Managers, Supervisors, New Users
Last Updated: June 10, 2026

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Purpose

This guide helps trainers teach Gabnet 365 in the same order the business operates. The goal is to make non-technical users understand what each module does, what must be prepared first, and how accurate daily usage improves reporting, customer service, and stock control.

Key message for trainees:

Every module connects to another. Good setup and clean master records make daily work faster, safer, and more accurate.

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Recommended Training Order

0. System Owner Business Onboarding

Audience: System Owners
Train before: Business tenant Admin training

System Owners use /system to manage businesses on the platform.

Teach System Owners to:

• Open the System Owner dashboard.
• Create a new business from Businesses → New Business.
• Enter business contact and address details.
• Create the first tenant Admin user.
• Optionally create the first location.
• Activate or suspend businesses when needed.

Trainer talking point:

System Owners manage the platform. Tenant Admins manage one business inside /dashboard.

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1. System Introduction

Audience: All users
Train first because: Users need the big picture before learning individual screens.

Explain that Gabnet 365 manages:

• Dashboard and alerts
• Products and inventory
• Customers and suppliers
• Sales, invoices, returns, and payments
• Purchase orders and stock receiving
• Services and installation tickets
• Rentals and meter readings
• Users, employees, reports, and settings

Trainer talking point:

Gabnet 365 is not just a sales system or stock system. It is a connected business platform. A product created in the product catalog can later appear in inventory, sales, purchase orders, service tickets, rentals, invoices, and reports.

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2. Login, Roles, and Safe Usage

Audience: All users
Train before: All operational modules

Users should understand:

• Each person must use their own login.
• Access depends on role: Admin, Manager, Supervisor, or User.
• Some users may only see their assigned location.
• The system records an audit trail of user actions.
• Passwords must not be shared.

Practical exercise:

1. Log in.
2. Open the profile or user menu.
3. Identify visible modules.
4. Explain why some users see fewer modules than others.

Trainer talking point:

If a user cannot see a module, it usually means their role or permissions do not allow it. They should contact their supervisor instead of using another person's account.

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3. Dashboard

Audience: All users
Train after: Login and roles

The Dashboard is the daily starting point. It gives users a quick view of business health and urgent work.

Teach users to check:

• Inventory alerts
• Today's, weekly, and monthly sales
• Open and completed service tickets
• Active and expiring rentals
• Low stock warnings
• Overdue payments
• Critical service alerts

Daily habit:

1. Start each shift by checking the Dashboard.
2. Review red or urgent alerts first.
3. Use dashboard cards to open the related module.
4. Report incorrect dashboard data to a supervisor.

Trainer talking point:

The Dashboard helps users focus on what needs attention instead of searching through every module manually.

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4. Settings and Organization Setup

Audience: Admins, Managers, selected Supervisors
Train before: Users, products, inventory, sales, purchase orders, reports

Settings controls the organization structure that other modules depend on.

Key setup areas:

• Locations: warehouses, stores, and service centers
• Departments: Sales, Service, Finance, Warehouse, HR, and others
• Roles and permissions
• Exchange rates

Why this comes early:

• Inventory needs locations.
• Users need roles, departments, and locations.
• Sales, purchase orders, transfers, and reports depend on correct location setup.

Trainer talking point:

Most users will not manage Settings, but they should know that Settings controls what locations, departments, and permissions are available across the system.

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5. Users and Employees

Audience: Admins, HR, Managers, Supervisors
Train before: Operational use by new staff

Explain the difference:

Users module covers:

• Creating user accounts
• Assigning roles
• Assigning locations
• Assigning departments and supervisors
• Deactivating users who leave the organization

Best practices:

• Give users only the access they need.
• Do not assign Admin access casually.
• Deactivate inactive accounts promptly.
• Review access regularly.

Trainer talking point:

An employee record does not automatically mean the person can log in. A user account controls system access.

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6. Customers

Audience: Sales staff, Customer Service, Supervisors, Managers
Train before: Sales, invoices, services, rentals

Customers are needed for:

• Sales orders
• Credit sales
• Invoices
• Service tickets
• Rental contracts
• Customer history and reporting

Teach users to capture:

• Customer name
• Customer type: Retail or Wholesale
• Contact person
• Phone and email
• Billing and shipping address
• Payment terms
• Credit limit, where approved

Practical exercise:

1. Search for an existing customer.
2. Review customer contact and credit details.
3. Add a sample customer if training data is available.
4. Explain how duplicate customers can cause reporting and billing issues.

Trainer talking point:

A clean customer record makes checkout, service, billing, and follow-up faster.

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7. Suppliers

Audience: Procurement, Warehouse staff, Managers, Admins
Train before: Purchase orders and stock receiving

Suppliers are vendor records used when buying goods.

Teach users to:

• Add supplier details.
• Keep supplier names consistent.
• Avoid duplicate supplier records.
• Select the correct supplier when creating purchase orders.

Trainer talking point:

Purchase orders and supplier invoices are only accurate when supplier records are accurate.

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8. Products

Audience: Managers, Inventory staff, Sales staff, Procurement
Train before: Inventory, sales, purchase orders, services, rentals

Products are the system's item catalog. They define what an item is before the business records how many are in stock or how much has been sold.

Product records include:

• Product name
• SKU or item code
• Category, brand, and manufacturer
• Unit of measure
• Cost price
• Retail price
• Wholesale price
• Supplier or purchasing lead
• Reorder information

Important distinction:

Best practices:

• Do not create duplicate products.
• Use clear product names.
• Assign correct categories.
• Keep pricing accurate.
• Update discontinued or changed products promptly.

Trainer talking point:

Product data affects sales pricing, inventory valuation, purchase orders, service installation tickets, and reports.

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9. Inventory

Audience: Warehouse staff, Inventory Managers, Supervisors
Train after: Products, locations, suppliers

Inventory tracks stock by product and location.

Teach the three key quantities:

Formula:

Available Stock = On-Hand Stock - Reserved Stock

Core tasks:

• View stock by product, location, category, or status.
• Add inventory when receiving or opening stock.
• Adjust stock when physical counts differ.
• Transfer stock between locations.
• Review low stock, overstock, and expiry alerts.

Best practices:

• Update inventory immediately after physical stock changes.
• Use proper adjustment reasons.
• Do not use manual adjustments when purchase order receiving is the correct process.
• Review low stock alerts daily.

Trainer talking point:

Inventory accuracy depends on users updating the system when physical stock moves.

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10. Purchase Orders

Audience: Procurement, Warehouse staff, Managers, Admins
Train after: Suppliers, products, locations, inventory basics

Purchase orders control buying and stock receiving.

Purchase order lifecycle:

1. Create PO with supplier, location, and products.
2. Save or submit the PO.
3. Approve or reject the PO.
4. Receive goods.
5. Record supplier invoice details.

Explain the connection:

• PO receiving increases inventory.
• Partial delivery may be recorded when not all goods arrive.
• Supplier invoice details help close the procurement process.

Best practices:

• Verify supplier and location before submitting.
• Receive against the PO instead of manually adjusting stock.
• Match invoice totals to received quantities and unit costs.

Trainer talking point:

Purchase orders create control around buying, approval, receiving, and supplier invoicing.

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11. Sales

Audience: Sales staff, Supervisors, Managers
Train after: Customers, products, inventory

Sales uses customer records, product records, inventory availability, prices, and payment methods.

Sales flow:

1. Select or create customer.
2. Add products.
3. Confirm quantity and price.
4. Allow the system to check stock.
5. Select payment method.
6. Complete sale.
7. Issue receipt.

Payment methods may include:

• Cash
• Card
• Mobile money
• Bank transfer
• Credit, where customer credit is approved

Important connection:

When a sale includes printer products, the system automatically creates installation service tickets.

Sales returns:

1. Start from the original sale.
2. Select returned items and quantities.
3. Enter reason and condition.
4. Supervisor or manager approves.
5. Good items return to stock.
6. Damaged items are written off.

Trainer talking point:

Sales affects inventory, customer balances, receipts, dashboards, reports, and service tickets.

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12. Invoices

Audience: Finance, Sales, Procurement, Managers
Train after: Customers, suppliers, products, sales, purchase orders

Invoices support billing, payments, returns, credit notes, and accounts receivable or payable.

Teach these basic rules:

• A draft sales invoice does not affect inventory or accounting.
• Issuing a sales invoice reduces stock and records receivable or revenue.
• Receiving a purchase invoice increases stock and records supplier balance.
• Payments reduce customer or supplier balances.
• Returns may create credit notes.

Useful habits:

• Confirm customer or supplier before issuing.
• Confirm items and quantities before approval.
• Record payments promptly.
• Use invoice reports to review receivables and payables by days outstanding.

Trainer talking point:

Invoices are the financial record of what customers owe or what the business owes suppliers.

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13. Services

Audience: Customer Service, Service Technicians, Supervisors, Managers
Train after: Customers, products, sales

Services manages tickets for:

• Installation
• Warranty repair
• Non-warranty repair

Ticket sources:

• Automatic: printer sale creates an installation ticket.
• Manual: staff create warranty or non-warranty repair tickets.

Ticket lifecycle:

Open -> Assigned -> In Progress -> Completed -> Released -> Closed

Closure sequence:

1. Complete the work.
2. Mark feedback requested.
3. Send WhatsApp feedback request if needed.
4. Release the ticket.
5. Close the ticket.

Best practices:

• Check auto-created installation tickets after machine sales.
• Assign technicians quickly.
• Update ticket status as work progresses.
• Do not close directly from Completed.
• Record customer feedback when received.

Trainer talking point:

The service workflow protects customer satisfaction by making sure work is done, feedback is requested, and closure is controlled.

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14. Rentals

Audience: Sales staff, Service Technicians, Finance, Managers
Train after: Customers, products or equipment, inventory, services

Rentals manage equipment from contract creation to return.

Rental flow:

1. Check equipment availability.
2. Create rental contract.
3. Set rental period and rate.
4. Record starting meter reading.
5. Deploy equipment.
6. Record monthly meter readings.
7. Generate billing.
8. Manage overdue rentals.
9. Return and inspect equipment.

Best practices:

• Inspect equipment before rental.
• Record meter readings monthly.
• Follow up on expiring contracts before they become overdue.
• Inspect returned equipment before making it available again.

Trainer talking point:

Meter readings drive billing and maintenance, so they must be recorded accurately and on time.

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15. Spare Parts and Dismantling

Audience: Warehouse staff, Service Technicians, Supervisors, Managers
Train after: Products, inventory, locations, service basics

The Spare Parts module manages dismantling requests and recovered components.

Workflow:

Pending -> Approved -> In Progress -> Completed

Teach users to:

• Create a dismantling request.
• Select the correct product and location.
• Wait for approval before work begins.
• Record recovered components.
• Complete the request after all components are captured.

Best practices:

• Tie each request to the correct product SKU and location.
• Record components as they are recovered.
• Add clear notes when rejecting invalid requests.

Trainer talking point:

Spare parts tracking helps the business recover value from equipment and maintain accurate component records.

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16. Reports and Month-End Review

Audience: Managers, Admins, Finance, Department Heads
Train last because: Reports depend on accurate daily usage of all other modules.

Common reports:

• Inventory valuation
• Low stock and stock movement
• Daily and monthly sales
• Customer credit balances
• Service ticket performance
• Rental revenue and utilization
• Accounts receivable and payable

Month-end checklist:

1. Reconcile inventory.
2. Review sales and payments.
3. Check pending returns.
4. Review rental billing.
5. Close completed service tickets.
6. Review overdue customers.
7. Export or archive key reports.

Trainer talking point:

Reports are only useful when daily data entry is accurate.

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Suggested Training Schedule

Day 1: Foundations

Cover login, roles, Dashboard, Settings overview, Users, Employees, Customers, Suppliers, and Products.

Day 2: Stock and Procurement

Cover Inventory, stock adjustments, transfers, Purchase Orders, receiving, and purchase invoices.

Day 3: Revenue Operations

Cover Sales, payments, receipts, returns, sales invoices, and customer credit.

Day 4: After-Sales Operations

Cover Services, automatic installation tickets, Rentals, meter readings, and Spare Parts.

Day 5: Management Review

Cover Reports, Dashboard routines, month-end procedures, best practices, and user questions.

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Trainer Checklist

Before training:

• Confirm trainees have user accounts.
• Confirm roles and locations are assigned.
• Prepare sample customers, suppliers, products, and inventory records if using test data.
• Confirm trainers know which modules each trainee group should access.

During training:

• Explain the business reason before showing the screen.
• Demonstrate one complete workflow at a time.
• Let users practice with sample data.
• Emphasize what happens automatically after each action.
• Repeat dependency points, especially Products before Inventory and Customers before Sales.

After training:

• Ask each trainee to complete a simple workflow relevant to their role.
• Review common mistakes.
• Confirm users know who to contact for access issues.
• Schedule refresher training for managers and supervisors.

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Closing Message for Trainers

Gabnet 365 works best when users follow the correct sequence: set up the basics, keep master records clean, update transactions immediately, and use reports to act on real business information. Accurate daily use by every team member is what makes the whole system efficient.

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