> For the complete documentation index, see [llms.txt](https://docs.aquiladynamics.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.aquiladynamics.com/aquila-store-user-manual/introduction/what-is-the-aquila-flex-backend.md).

# What is the Aquila Flex backend

## What is the Aquila Flex backend

The Aquila Flex backend is a central administrative and operational application used to manage sales, warehouse and configuration processes in a retail network. In the backend, users manage data that is later used in stores, warehouses, documents, reports and sales processes. The backend is where the system maintains product records, locations, warehouses, users, roles, price lists, promotions, business partners, documents and reports.

### Main backend functions

| Function                  | Meaning                                                                                             |
| ------------------------- | --------------------------------------------------------------------------------------------------- |
| System configuration      | Maintaining users, roles, permissions, locations, warehouses, dictionaries and document types.      |
| Operational data handling | Managing products, business partners, prices, promotions, orders, receipts, issues and stocktaking. |
| Control and reporting     | Reviewing documents, stock levels, sales, settlements, profitability and operational results.       |

The backend is available through a web browser. A user works in the context of a selected location, and the available functions depend on the assigned role and permissions.

<figure><img src="https://4238787198-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FqZBQT3Jc6WWk7SiGW9FZ%2Fuploads%2Fktd5oHy6yZHvGt1A2Y0P%2F002.png?alt=media&amp;token=d795c847-94d1-47be-bc68-a870d236f877" alt=""><figcaption></figcaption></figure>

### Who uses the backend

The backend supports the work of head office teams, stores, administrators and operational teams. Depending on configuration and permissions, users may perform different tasks:

* an administrator manages users, roles, locations and dictionaries,
* a head office employee maintains product records, prices, promotions and business partners,
* a document operator handles orders, receipts, issues and invoices,
* a location manager reviews documents, stock levels, settlements and reports,
* service desk uses the documentation to diagnose user requests.

### Main system areas

| Area           | What it is used for                                                                              |
| -------------- | ------------------------------------------------------------------------------------------------ |
| Documents      | Creating and handling orders, receipts, issues, invoices, transfers and stocktaking documents.   |
| Warehouse      | Working with stock levels and goods movement processes, if this area is available in the menu.   |
| Reports        | Analysing documents, stock levels, sales, costs, profitability, promotions and central data.     |
| Settlements    | Handling store cash desk processes, fiscal reports, deferred payments and cashier settlements.   |
| Administration | Configuring users, roles, permissions, locations, dictionaries, products, prices and promotions. |
| Application    | Changing location, changing password, logging out and basic session operations.                  |

### What is important for users

Working in the backend is based on a few recurring rules:

1. The user logs in to the system and works in the context of a selected location.
2. Function visibility depends on the user's role and permissions.
3. Most screens include a filter section and a results table.
4. Data can be searched, added, edited, deleted, saved or confirmed, depending on the screen and record status.
5. After confirmation, documents may no longer be available for editing.
6. Reports and exports are used to control operational work and analyse data.

{% hint style="success" %}
The key rule for working with the backend is: first select the correct menu area, then search for or create a record, and finally save or confirm the operation according to the process.
{% endhint %}


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