Appendix B — Glossary
Terms used across TOSS ERP, in plain language.
Aged receivable / aged payable
A report grouping what is owed to you, or by you, into age buckets — current, 30 days, 60 days, over 90. The standard way of seeing which debts are going bad. Chapter 12
Analytic account
A cost centre — a project, department or branch. Answers "what was this cost for", which the chart of accounts, grouping by nature, cannot. Chapter 12
Assessment
One assessed piece of work in the school module: a test, an assignment or an exam. Chapter 19
Bill of materials (BOM)
The recipe for a manufactured product: which components in what quantity, plus the operations performed. Chapter 10
Bin
The smallest storage location in a warehouse — one specific place on one shelf. Chapter 9
Chart of accounts
The complete list of accounts a company posts to. Loaded from a country template at setup. Chapter 12
Credit note
A document reducing what a customer owes. The correct way to undo or reduce a posted invoice. Chapter 12
Draft
A document still being prepared. Drafts affect nothing — no stock, no ledger — and can be edited or deleted freely.
Edge agent
A small program running on a machine inside a private network, connecting devices there to a cloud-hosted workspace without opening an inbound firewall port. Chapter 18
FEFO — first expiry, first out
Picking the batch nearest its expiry date first, so stock does not age out unnoticed. Chapter 9
Fee voucher
One student's fees for one period: gross amount, waiver, and net payable. Chapter 19
Hash chain
A tamper-evident seal on posted journal entries. Each entry's seal is built from its own contents and the seal of the entry before it, so altering one afterwards is detectable. Chapter 12
Impersonation
Platform staff signing into a customer's workspace to reproduce a reported problem. A banner is displayed throughout, and every action is recorded. Chapter 27
Item
Anything bought, sold, stored or made. Also called a product. Chapter 8
Journal
A book of entries of one kind — sales, purchases, bank, cash, miscellaneous. Chapter 12
Journal entry
The accounting record of a transaction, made of balanced debit and credit lines. Total debits must equal total credits. Chapter 12
Landed cost
Freight, duty, insurance or clearing charges added to the value of goods received, so stock is valued at what it truly cost. Chapter 8
Lock date
A date before which nothing may be posted. Fiscal, tax and hard locks exist; the hard lock cannot be bypassed by anyone. Chapter 12
Lot
A tracked batch of an item. A serial number is the same idea for one individual unit. Chapter 8
Manufacturing order (MO)
An instruction to make a stated quantity of a product. Chapter 10
Matching / reconciliation
Recording that a particular payment settles a particular invoice. Chapter 12
Module and feature
The two levels of the permission system. A module is an app area; a feature is a group of screens inside it. Chapter 4
Operation type
The template defining a class of stock transfer: where it comes from, where it goes, how it is numbered. Chapter 8
Own data only
A permission setting limiting a user to records that belong to them. What makes an employee self-service account safe. Chapter 4
Partner
Any organisation or person you deal with — customer, vendor, contact, donor, parent. One record, reused by every module. Chapter 5
Payment terms
The rule calculating an invoice's due date, possibly splitting it into instalments. Chapter 12
Pick list
The instruction telling a warehouse operator which goods to take, from which bins, in what order. Chapter 9
Picking / transfer
One movement of stock: a receipt, a delivery, or an internal move. Chapter 8
Portal user
Someone outside your organisation given a limited sign-in — a customer, or a parent. Chapter 21
Post
To make a document final. A posted document affects the ledger and stock and can no longer be edited freely. Undo it by reversal, not by editing.
Progressive web app (PWA)
A web application installed to a phone's home screen from the browser, behaving like an installed app without coming from an app store. Chapter 22
Putaway rule
A rule stating where arriving stock should be placed. Chapter 9
Reordering rule
A rule keeping an item between a minimum and a maximum quantity, proposing purchases when it falls short. Chapter 8
Requisition
A manager's request to fill a post, approved before any job is advertised. Chapter 14
Reversal
Undoing a posted document by writing an equal and opposite entry, leaving both visible. The correct alternative to deletion. Chapter 12
Role
A named bundle of permissions given to many users. Changing the role changes every holder. Chapter 4
Scope
A limit on a permission — to particular companies, departments, employee types, or to the user's own records. Chapter 4
Section
A class group within a grade in the school module — Grade 5-B. Attendance and timetables are per section. Chapter 19
Service Layer
SAP Business One's REST interface, used to write documents back into SAP. Chapter 24
Session (Point of Sale)
One cash period at one shop — a shift or a day. Opened with a float, closed with a count. Chapter 11
Stage
A column on a project's task board. Each stage maps to one of four milestone statuses, which is what lets cross-project reports work. Chapter 15
Superuser
An account that bypasses the permission system entirely. Keep the number small. Chapter 4
Tenant / workspace
One customer's private space, with its own database and its own web address. Chapter 1
Three-way match
Checking that the purchase order, the goods receipt and the vendor bill all agree before paying. Chapter 7
Trial balance
A report listing every account's opening balance, movement and closing balance. The first place to look when something does not add up. Chapter 12
Unbuild
Taking a completed manufacturing batch apart: finished goods off stock, components back on, labour reversed. Chapter 10
Valuation layer
The costed record of a stock movement. What ties the stock figure to the ledger. Chapter 8
Variance (production)
The difference between what a batch was expected to cost and what it did cost, written off when the order is closed. Chapter 10
Work centre
A machine or station where manufacturing operations happen, carrying what one hour there costs. Chapter 10
Work in progress (WIP)
The value sitting in production: materials issued and labour absorbed, not yet turned into finished goods. Chapter 10