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User Guides

Clerk Control Centre Guide

Daily order triage, confidence badges, voice notes, and Resolve & Teach.

The Kholo Control Centre (/dashboard) is the command desk where sales clerks, order desk operators, and dispatch managers monitor, review, and approve incoming WhatsApp orders.

1. Navigating the Order Inbox

When you log in to http://localhost:XXXX/dashboard, you see the live incoming order queue:

Live Orders Queue
All (24)Needs Review (4)Auto-Matched (18)
09:14Clerk (KwaMashu Spaza)
3 items • Est. R 3,420.00 • WhatsApp Text
Needs Review
09:11Supplier A Cash & Carry
6 items • Est. R 8,150.00 • Voice Note (0:18)
Auto-Matched
08:58Zanele Fast Foods
2 items • Est. R 2,450.00 • Sage Account Limit
Credit Hold

Order Status Tabs & Badges:

  • Needs Review (PENDING_REVIEW): Orders with low confidence scores, ambiguous items, or unmapped jargon that require clerk confirmation.
  • Auto-Approved (APPROVED): Orders where all items matched with high confidence ($\ge 95%$) and the customer is credit-approved.
  • Syncing (SYNCING): The order is actively communicating with Sage Evolution or the ERP connector.
  • Completed (COMPLETED): The order has been successfully booked in Sage with a generated Sales Order number (SO-2026-XXXX).

2. Reviewing Line Items & Understanding Confidence Scores

When you select an order, the central pane displays:

  1. Customer Profile: Name, E.164 phone number, ERP customer code, and credit status (ACTIVE vs. HOLD).
  2. Original Customer Message: Exactly what the customer sent on WhatsApp (or the voice note transcription).
  3. Structured Item Table:
Confidence BadgeScoreWhat It MeansRequired Action
Green (High)$95% - 100%$Exact SKU or known alias match. Packaging unit and pack size confirmed.Spot-check and approve.
Amber (Review)$60% - 94%$Probable match or multiple candidates (e.g. customer said "coke 2L", could be Coke Original or Coke No Sugar).Click "Select Match" to pick the right variant.
Red (Unmatched)$< 60%$Unrecognized item description, discontinued product, or custom text.Use "Resolve & Teach" to map the SKU.

3. The "Resolve & Teach" Action (Expanding the Brain)

When an item appears with Amber or Red confidence:

Amber (0.72 Confidence)Line 2: "10x 12.5 whites"
Clerk Action Required
Resolve & Teach Customer Alias:Suggested: White Star Maize 12.5kg

WSTAR-12.5KG - White Star Super Maize Meal 12.5kg

Scope: This Customer Only (permanent alias saved for Clerk Spaza)

What Happens Behind the Scenes:

  • The line item immediately switches to 100% Green.
  • The customer's order subtotal and VAT are recalculated.
  • A permanent entry is saved to the ProductAlias database. You will never have to re-map "12.5 whites" for this customer again.

4. Handling WhatsApp Voice Notes

Many township and rural spaza owners prefer recording voice notes while checking their stockroom shelves.

️ Customer Voice Note(0:24)
Internal Speech-to-Text Model Transcribed
0:080:24
1.5x

"Morning brother, send me five bags of White Star twenty-five kilo, two boxes of Dragon energy, and ten loaves brown."

Built-in Voice Player Features:

  • Audio Streaming: Streamed directly from secure storage via /api/orders/:id/audio.
  • Speed Cycling: Click [ 1x ] to toggle between 1x, 1.5x, and 2x speed for fast listening.
  • Side-by-Side Verification: Listen to the customer's natural voice while inspecting the extracted lines on screen to ensure quantities match.

5. Splitting Orders Across Depots and Warehouses

If a customer orders items stored in different physical facilities (e.g., Heavy Staples from Depot A, Cold Beverages from Depot B):

  1. Click "Split Order" on the top right of the order pane.
  2. Check the items to split into a new sub-order.
  3. Select the destination Location / Warehouse.
  4. Click "Create Split Order".
  5. Kholo creates linked child orders (SO-2026-XXXX-A and SO-2026-XXXX-B), each generating its own warehouse pick slip.

6. Approving Orders and Sending to Sage ERP

Once all line items are green:

  1. Click "Approve & Sync to ERP".
  2. Kholo sends the payload to Sage Evolution's Freedom Service.
  3. Within 1–2 seconds:
    • The status switches to COMPLETED.
    • The official Sage Sales Order Number (e.g. SO-2026-8454) is displayed.
    • An automated WhatsApp confirmation message is dispatched to the customer's phone.

Batch CSV Export (Offline or Bulk Mode)

If your distributor processes orders in daily batches rather than live REST sync:

  1. Navigate to the "Approved" tab.
  2. Click "Export Batch CSV (N)".
  3. A standardized CSV matching the Sage Pastel / Evolution import format will download immediately to your computer.

7. Generating and Printing Warehouse Pick Slips

To send an approved order to the warehouse floor for packing:

  1. Click the "View Pick Slip" button on any approved order.
  2. A clean, high-contrast picking slip modal opens displaying:
    • Distributor Name & Branch Code.
    • Sage Sales Order Reference & Customer Account details.
    • Line items ordered by Aisle and Bay Location (so pickers walk a single efficient path).
    • Pack size breakdown (e.g., "Case of 6", "Single Bag").
    • Physical checkbox squares for the warehouse team.
  3. Click "Print Slip" (Ctrl+P / Cmd+P) to output to your thermal or A4 warehouse printer.

The Learning Loop & Alias Engine

How SkuMatcher, trade canonicalizer, and alias learning work together.

Warehouse & Dispatch Operations

Warehouse topology, picking slip layout, and South African VAT rules.

On this page

1. Navigating the Order InboxOrder Status Tabs & Badges:2. Reviewing Line Items & Understanding Confidence Scores3. The "Resolve & Teach" Action (Expanding the Brain)What Happens Behind the Scenes:4. Handling WhatsApp Voice NotesBuilt-in Voice Player Features:5. Splitting Orders Across Depots and Warehouses6. Approving Orders and Sending to Sage ERPBatch CSV Export (Offline or Bulk Mode)7. Generating and Printing Warehouse Pick Slips