Winelands Nursery OS is an all-in-one management platform built for plant nurseries. It brings together your inventory, sales, point of sale, invoicing, suppliers, customer relationships, landscaper trade accounts, drop-shipping, finance, documents, and on-site automation (watering & cameras) into a single, connected system.

The system is split into two sides: a public storefront where customers browse and buy plants, register accounts, and track orders; and an admin panel where your team manages the day-to-day operations of the nursery. This manual walks through every part of the admin panel and explains what each section does and how to use it.

The Dashboard is your command centre. It shows a live snapshot of the business: total revenue, order count, product count, and active staff. Below the stats you'll find alerts for pending orders and low-stock items that need attention.

Charts include a monthly revenue overview, a product category breakdown, daily sales revenue, and expenses by category. A Profit & Loss summary and a list of recent orders round out the page. Click any stat card to jump straight to the related section.

The Inventory page is where you track everything you grow and sell. It shows total units in stock, booked stock (reserved for orders), the total inventory value, and low-stock alerts so you know what to reorder.

Each product stores a name, category (trees, shrubs, succulents, flowers, herbs, indigenous, fruit trees, and more), selling price (incl. VAT), cost price, current stock, reorder level, supplier, SKU, bag size, and images. You can mark products as featured, hide them from the storefront, or set them out of stock.

The Products page is where you create and edit individual product listings, upload multiple photos, and assign them to watering zones. The Stocklist Import tool lets you upload a supplier's price/stock list (Excel or PDF) and automatically update your existing product stock by matching SKU or product name — it never creates new products, it only updates quantities and prices.

As plants grow, you move them into bigger bags. The Pot Up / Plant Out tool (found on the Inventory page) automates this. Search your stock, tick the plants you're potting up, choose the new bag size (e.g. 5L → 10L), and set how many units to move.

On confirm, the system creates fresh product records at the new bag size (e.g. "Olive (10L)") with the moved stock, reduces the original stock, and either marks the original listing dormant (out of stock) or deletes it once it's empty. This keeps your stock list accurate without manual duplication.

The POS screen is for quick walk-in sales at the counter. Browse or search products, tap to add them to the cart, apply discounts, and choose the customer (existing or new). When you complete the sale, an invoice is generated, stock is deducted, and a customer record is created if one didn't exist.

You can choose pickup or delivery, record the payment method (cash, EFT, card), and print an 80mm thermal receipt or a full A4 invoice PDF. Every document carries the "Team Winelands" name and hello.winelands@gmail.com contact. Line items can be filled by selecting a product from a dropdown, which auto-populates the description and unit price (excl. VAT).

The Invoices page manages all customer invoices — both those created from POS sales and those created manually. Each invoice has a number, customer details, line items, subtotal, VAT, discount, and total. Invoices can be draft, sent, paid, overdue, or cancelled.

You can mark an invoice as paid and record the payment method and date, download a PDF, or print it. When you save an invoice with a new customer's details, the system automatically creates a Customer record for them.

Online Orders are the orders placed by customers through the public shop. Each order has an auto-generated order number, customer details, line items, totals, a status (pending, confirmed, processing, ready, delivered, cancelled), and a payment status.

From here you can update the order status as it moves through fulfilment, and customers can track their order's progress from the storefront using their order number. New orders trigger a notification so your team can respond quickly.

The Customers page holds all customer records — both walk-in shoppers and companies. A customer can be an individual (first/last name) or a company (with registration and VAT numbers, company billing email and phone). You can store billing and delivery addresses and internal notes.

Customer records are created automatically when a sale is completed or an online order is placed, and you can also add or edit them manually.

The Suppliers section manages every business that supplies you — plants, pots, soil, tools, chemicals, and decor. Each supplier stores contact details, category, payment terms, bank details, tax number, and a running total of purchases.

Each supplier has a catalogue of their products (Supplier Products) with sizes, prices, and availability. You can upload Availability Lists (Excel/PDF) to see what a supplier currently has in stock, build supplier purchase orders, and email them directly. The Supplier Invoice Receiver lets you upload a supplier's invoice or delivery note — the system extracts the line items, auto-matches them to your inventory to update stock, and updates the supplier's contact details on confirmation.

Landscapers are trade customers who get special pricing. Each landscaper has a business profile, discount threshold (the minimum order value that qualifies for special pricing), and a discount percentage. You can manage their sites and the work being done at each.

The Landscaper Portal is a public page where landscapers can register, and the Landscaper Import tool lets admins search for landscaping businesses across the Western Cape and run automated outreach email campaigns (with explicit admin consent before sending).

The BDDS (Bulk Drop-Ship) system lets partner suppliers register, list their products, and have orders placed through the nursery for direct delivery. Suppliers register via a public form, and their products appear in a shared catalogue with stock levels and reorder points.

The Drop-Ship page manages these orders, and BDDS Finance tracks the related expenses (supplier payments, transport, fuel, commissions) separately from the main nursery books.

The Finance page is your bookkeeping hub. It shows revenue, expenses, net profit, and outstanding (unpaid) invoices. You can record expenses with category, date, payment method, and attach a receipt.

The Breakdown tab charts expenses by category, and the Sales Reports tab breaks down your sales revenue by product category and shows your top-performing items over the last 30 days — pulling data from both online orders and POS invoices.

The Staff page manages your team. Each employee has a name, ID number, role (manager, sales, nursery worker, driver, admin, general), department, start date, salary, status, and emergency contact. You can track who's active, on leave, or terminated.

The Documents page is a central repository for all your important paperwork — contracts, permits, licences, insurance policies, financial records, HR files, supplier agreements, policies, and standard operating procedures. Each document has a category, an optional expiry date (so you're alerted before a licence or permit lapses), tags, and a status.

The Assets page tracks everything the business owns — vehicles, equipment, furniture, electronics, tools, and property. Each asset records its serial number, purchase date and price, current value, depreciation rate, location, and assigned person. Vehicles also store registration number, licence disc expiry, insurance policy, and next service date.

The Insurance page manages claims against your policies — for vehicles, property, stock, equipment, or liability. Each claim tracks a claim number, the incident date, the amount claimed vs approved, the insurer and policy number, supporting documents, and a status from draft through to paid.

The Water Program manages your irrigation zones. Each zone (e.g. Greenhouse A) has a watering schedule — frequency (daily, every 2/3 days, weekly), start time, and duration. You can turn zones on or off, view the last-watered and next-watering times, and (where sensors are connected) the current moisture reading.

The Cameras page lets you register and view your on-site security cameras. Each camera stores a name, stream URL, snapshot URL, location, and status (online/offline/error). You can connect IP cameras, NVRs, or webcams and keep notes on each.

The Inbox connects to your business Gmail (per-user connection) so your team can read and process supplier emails — such as stocklist and availability list emails — directly inside the system. The Email Import tool parses incoming supplier emails and feeds them into the stocklist import or supplier invoice workflows, so you can update inventory and supplier records without manual data entry.

The public storefront is what your customers see. They can browse plants by category, search, view product details and photos, add items to a cart, and check out. Customers can register an account to track their orders and view order history from the Account page, and anyone can track an order by number from the Order Tracking page.

Landscapers have their own portal for registration and trade ordering, and BDDS suppliers can register through a dedicated supplier form. All public pages share the same header with contact details, opening hours, and the "Team Winelands" branding.